Administrative Assistant

Virtual interviews will be held on Monday, July 20th / In-Person Second Interviews will be held on Tuesday, July 21st

Under general supervision of Division Manager – Administrative Services (DM‑AS), independently performs a variety of routine to complex administrative and clerical accounting support functions; to relieve management and analyst staff of administrative work; interacts with the public and provides information or directs questions and requests to the appropriate staff; and performs other related duties as required.

Employees in this class work within a framework of established procedures and are expected to perform a wide variety of general to specialized administrative and clerical accounting support duties that require a thorough knowledge of the terminology, procedures and practices for their functional areas, with a significant degree of independence and accountability for results. Work is normally reviewed upon completion and for overall results.

The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices.

• Supports the DM‑AS to carry out NCDJPA’s vision, mission, and core values.
• Performs a wide variety of routine to complex administrative and financial related duties in support of NCDJPA operations, including purchasing, accounts payable and receivable duties, billing and reconciling cash receipts, scanning and filing, preparing records and monthly reports, etc.
• Maintain NCDJPA general email and phone lines, screen calls, visitors, and mail; respond to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, and rules in response to inquiries and complaints from the public; directs callers to appropriate staff; assists the public and directs the public to appropriate locations/staff; represent NCDJPA to all callers and visitors in a professional and customer-friendly manner.
• Types a variety of documents in draft and final form, such as correspondence, NCDJPA policies and procedures, standard forms, charts, and reports using a computer; performs data entry, types from written, recorded or printed sources and/or oral instructions; proofreads materials for correct grammar, spelling, punctuation and general content; makes or suggests corrections to drafts.
• Serve as recording secretary to assigned boards and committees; perform a wide variety of responsible, confidential and complex duties related to the recording, preparation, transcription and maintenance of agendas and agenda items; ensures all information is accurate and complete; finalizes, indexes and cross‑references resolutions and staff reports; drafts and posts agendas and legal notices within mandated time frames; types and sends meeting notices to board and committee members, staff and other parties;
  
  coordinates the duplication, collation and distribution of agenda packets, and manages conflict of interest filings.
• Maintains a calendar of activities, meetings, and various events for assigned staff; coordinate activities with other public agencies, City departments, the general public and outside agencies; coordinate and process staff travel arrangements.
• Assists management with a variety of administrative tasks using discretion and independent judgment in accordance with general direction, including travel arrangements.
• Prepares, validates, processes, and/or checks a variety of documents and records such as timesheets, purchase orders and invoices; reviews and matches all invoices and requisitions with backup paperwork; compiles a variety of reports.
• Reviews and codes expenses and monitors account category and budget balances; identifies discrepancies; locates and corrects coding and posting errors; enters and updates journal entries; compiles data and provides other support and assistance in preparation of NCDJPA’s annual budget.
• Initiates and maintains a variety of files and records for information such as purchasing, payroll, budget,…