OAG - Records | Administrative Assistant

General Description

The Open Records Division seeks an Administrative Assistant to perform a variety of functions that support daily division activities. Duties include customer service, disseminating information, maintaining filing systems, and providing administrative support.

• Provides receptionist support, answering division switchboard in a professional manner, including utilizing the division’s mail tracking computer system to assist in accurately handling and/or routing calls to the appropriate person; greets and assists visitors in a friendly and professional manner
• Sends acknowledgments to governmental bodies involved in ruling or complaint process
• Enters timekeeping for the division attorney staff on the mainframe computer system
• Stamps, logs and distributes incoming mail; reads and analyzes all correspondence including general correspondence, legal briefs and open records related documents to make an initial determination of action to be taken; drafts summary of issues raised in request for a ruling and records summary in the Fox Pro case management database; assigns a file number to properly identify all correspondence
• Prepares letter rulings, correspondence, and drafts using Word Perfect software; proofreads, reviews, edits and finalizes documents with daily deadlines; mails division communications and returns documents to the appropriate parties; closes, organizes, archives and files case files
• Performs related work as assigned
• Maintains relevant knowledge necessary to perform essential job functions
• Attends work regularly in compliance with agreed-upon work schedule
• Ensures security and confidentiality of sensitive and/or protected information
• Complies with all agency policies and procedures, including those pertaining to ethics and integrity

• Education:
  
  Graduation from high school or equivalent
• Experience:
  
  1 year of full‑time experience working in the following (or closely related) fields: clerical or general office. May substitute thirty credit hours from an accredited college or university for the required experience [transcript required for substitution]
• Skill in handling multiple tasks, prioritizing, working under pressure, and meeting deadlines
• Skill in effective oral and written communication [Applicants selected for an interview will be administered a grammar, spelling and punctuation test]
• Skill in exercising sound judgment and effective decision making
• Ability to receive and respond positively to constructive feedback
• Ability to work cooperatively with others in a professional office environment
• Ability to provide excellent customer service
• Ability to work more than 20 hours as needed and in compliance with the FLSA
• Ability to adhere to consistent work schedule Monday through Friday, between 9 a.m. – 4 p.m.
• Ability to type 40 wpm [Typing test required at time of interview]
• Ability to arrange for personal transportation for business‑related travel
• Ability to lift and relocate 30 lbs.

• Education:
  
  Bachelor's degree from an accredited college or university
• Experience:
  
  Word Perfect, Excel, and Fox Pro
• Knowledge:
  Public Information Act
• Other Language:
  Ability to proficiently read, write, and speak Spanish

The OAG is an equal opportunity employer.