Administrative Assistant

Position Overview

The purpose of this classification is to supervise and perform specialized administrative, secretarial, and clerical work in support of the assigned department.

• Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.
• Assists in supervising operations of the assigned department or division which may include overseeing utilities, telephone and fax services, janitorial services, and ordering/maintaining adequate supplies.
• Prepares a variety of documents which may include correspondence, memorandum, reports, certificates, warrants, purchase requisitions, court orders, travel requisitions, questionnaires, confirmations, permits, forms, notices or other documentation; forwards to the appropriate individual/department; may issue notices or summons as appropriate.
• Receives a variety of documents; reviews, stamps, verifies accuracy, processes, and notifies the appropriate individual or department; ensures appropriate transfer of cases, trades, purchases, sales, or files.
• Verifies cases for payment; may receive and establish eligible or required deductions.
• Enters a variety of computerized data, maintains files and computer records.
• Serves as point of contact or public relations coordinator for the department; attends and/or conducts a variety of meetings including management team meetings as required; may serve on special committees; may attend court sessions.
• Answers telephones and responds to questions/complaints, takes messages, or refers to appropriate personnel, department, or agency.
• Explains complex program rules to staff and clients; may interview and counsel prospective clients.
• Researches and obtains various documents as needed to answer inquiries, resolve problems, or advise as appropriate.
• Maintains knowledge of changes in state laws; makes recommendations regarding policies and procedures.
• Assists with developing department budget; estimates and projects revenues and expenditures; monitors expenditures under current budget; assists with annual report preparation; assists auditors with accounting functions as needed; audits a variety of account calculations; calculates benefits.
• Performs various financial duties; prepares payroll for the department; prepares and/or distributes tax forms; receives monthly insurance premium payments and advises payroll clerk of appropriate actions; assists in negotiations as needed; bills and/or receives a variety of fees, claim checks, premiums or related receipts.
• Prepares a variety of schedules pertaining to travel, grant receipts, annual inventory, and/or meetings; maintains daily, weekly, and/or monthly department calendar.
• Maintains assigned inventories; prepares, reviews and processes purchasing documents; prepares purchase orders for needed materials, equipment and supplies; receives and distributes incoming supply shipments; receives and reviews invoices ensuring accuracy; forwards invoices for payment; directs proper maintenance of office equipment.
• Receives, routes, and distributes mail; prepares and distributes mailings; receives various forms, reports, invoices, and related documentation; reviews, processes, files, and/or transmits as appropriate; receives, transmits, and distributes facsimile transmissions; logs and retrieves voice mail messages.
• Operates a personal computer to enter, retrieve, review or modify data, utilizing JD Edwards, Pay Clock Pro, AS 400, Assure , Outlook, Tracker, Microsoft Word, Microsoft Publisher, Excel, word processing, spreadsheet, database presentation, Internet, e‑mail, or other software; operates general office or other equipment as necessary to complete essential functions.
• Transcribes proceedings or meetings as directed.

Attends classes or seminars as needed; performs other related duties as required.

• Associate’s degree with coursework emphasis in business education, personal computing, general office, or related field preferred.
• Three (3) years of previous experience and/or training that includes accounting, secretarial,…