Administrative Assistant; PT Job Des Moines area,Iowa USA,Administrative/Clerical

Position: ADMINISTRATIVE ASSISTANT (PT/30 Hours)

Under general supervision, performs a broad range of responsible administrative work serving as a confidential assistant to a department director or division manager or supervisor. This position serves as the primary organizer of information flow, ensuring smooth communication with the public, clients, and other stakeholders. Duties include managing calendars, correspondence, confidential personnel matters, records, and public inquiries, and requires a high level of professionalism.

Provides administrative support to department director and/or division management, preparing and managing confidential correspondence, memorandums, reports, lists, tables, and other specialized documents.

Independently manages calendars, schedules, travel arrangements, and correspondence.

Responds to citizen inquiries, assists visitors, and serves as the central point of contact for public inquiries, maintaining professionalism and discretion; coordinates information flow between the public, department heads, and staff, ensuring consistent communication and efficiency.

Prepares resolutions and reports for governing bodies; prepares and updates various departmental manuals and organizes presentation materials for departmental projects.

Establishes and maintains filing systems, database systems, and records management processes for both confidential and general office documents; provides administrative support for various programs, including but not limited to billing processing and application processing and determination.

Monitors and processes departmental payroll, employee records, and personnel documents, adhering to employee manuals and internal policies and standards; verifies scheduled work hours and overtime and confirms accuracy of entries regarding leaves, compensation time, holiday pay, and shift differential.

Prepares routine financial documents and budgetary spreadsheets for review by department leadership.

Performs advanced clerical duties and document production, ensuring accuracy and compliance with department standards; manages assigned administrative tasks in support of departmental programs or initiatives.

Participates in special studies and serves on committees as directed; may serve as back up to assigned staff.

Performs related duties as assigned.

Considerable knowledge of departmental or program policies, regulations, and procedures.
Considerable knowledge of modern office management practices and advanced clerical functions.
Knowledge of advanced word processing principles, practices, and methods.
Knowledge of business English, spelling, grammar, and punctuation.
Knowledge of mathematics and calculations.
Knowledge of Polk County payroll procedures and timekeeping procedures.
Proficiency in typing and data entry with high accuracy and speed.
Skill in proofreading.
Skill in the use of computer software word processing, spreadsheet, and database programs.
Ability to provide guidance regarding personnel procedural matters to employees, supervisors, department officials, and the general public.
Ability to compile and maintain records, reports, and other documents for processing.
Ability to discretely manage confidential and/or sensitive information.
Ability to compile data and prepare reports.
Ability to manage multiple projects simultaneously while demonstrating flexibility for changing priorities.
Ability to function courteously and effectively in stressful situations.
Ability to make moderately complex decisions, in accordance with laws, rules, regulations, and departmental policies and procedures.
Ability to consistently demonstrate professionalism, courtesy, and tact in telephone and personal interactions.
Ability to communicate effectively both verbally and in writing.
Ability to follow verbal and written instructions.
Ability to file and maintain accurate and complete office records.
Ability to occasionally lift up to 25 pounds.
Ability to establish and maintain effective working relationship with other county employees, public officials, department heads, and the general public, fostering a collaborative and professional environment.

Bachelor's Degree in Business or Public Administration, or related, and
Two years of related administrative support experience, or
Associate's Degree in Business or Public administration, or related, and
Six years of related administrative support experience, or
Any equivalent combination of training and experience that will have provided the required knowledge, skills, and abilities.

Special Requirements :

A criminal…