Administrative Assistant

Position Information

The purpose of this classification is to perform specialized administrative work and to coordinate daily activities of an assigned department/division. This position supports Finance Department operations by performing administrative and financial duties, including processing and coding invoices, assisting with vendor payments, resolving billing discrepancies, and maintaining accurate financial records.

The following duties are normal for this position. The omission of specific statements of certain duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Processes a variety of documentation associated with department/division operations, within designated time frames and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; maintains computerized and/or hardcopy records.

Performs office management functions; coordinates daily activities of assigned department/division; monitors status of projects/workflow and troubleshoots problem situations; works to independently resolve problems and initiates appropriate action/response; coordinates communications and conveys information among department/division personnel; coordinates, conducts, or attends staff meetings to review department plans, progress, budgets, and other activities.

Provides administrative support to department/division management staff; relieves management staff of routine administrative tasks; screens calls, mail, and e-mail messages and initiates appropriate action/response; represents management at meetings as assigned.

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via base radio.

Performs customer service functions; provides information/assistance regarding department/division services, activities, locations, procedures, time frames, documentation, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.

Receives moneys in payment of various fees/services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate.

Coordinates calendar activities for the department; schedules appointments, meetings, conferences, hearings, or other activities; updates calendar on a regular basis and notifies parties involved of changes.

Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff.

Monitors inventory of department/division supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders.

Processes invoices and vouchers for payment; matches invoices with backup documentation; verifies receipt of goods/services; reviews invoices for accuracy and proper budgetary coding; makes applicable calculations and researches discrepancies; forwards invoices for payment.

Assists with budget management for the assigned area; assists in preparing annual budget documents; assists in monitoring expenditures to ensure compliance with approved budget; identifies potential over-expenditures and brings to attention of management; works with finance division to reconcile discrepancies or coordinate budget transfers; reconciles monthly credit card statements and prepares reports; balances checkbooks; prepares bank deposits; maintains financial records; gathers information for annual/periodic audits.

Maintains petty cash fund for area of assignment; disburses funds for expenditures as appropriate; ensures proper receipts/documentation of expenditures; balances fund and requests reimbursements as needed.

Processes payroll documentation; generates and distributes timesheets; reviews completed timesheets or time cards for accuracy and completeness; calculates hours work, verifies calculations, and researches discrepancies; enters payroll data into computer; forwards payroll documents for payment; maintains records of attendance, overtime, or leave time; distributes paychecks.

Processes human resources documentation; coordinates completion of new hire forms by new employees; submits completed documentation to human resources department; maintains department personnel files; coordinates meetings and/or distribution of information regarding employee benefits; processes worker's…