Administrative Assistant - PT

Part-time Administrative Assistant

Perform various administrative/receptionist support functions with strong computer and communication skills. Extensive contact with the public. Ability to speak Spanish preferred.

• Coordinate and process administrative support functions related to department or division programs and activities, including preparing files, maintaining confidential records, purging records and files, and ensuring reporting processes and procedures are followed; schedule and coordinate services.
• Prepare complex, routine and non‑routine reports utilizing a variety of software; receive, sort, and summarize material for daily, monthly and annual reports; prepare work reports; print reports; relay and interpret administrative decisions, policies and instructions; perform research on assigned subjects for staff and management.
• Compose and prepare letters, memos, notices, agendas, reports or other correspondence in accordance with standard policies; proofcorrespondence and related documents; compose confidential correspondence and maintain associated files; process routine and non‑routine matters independently.
• Create and maintain filing systems; cross‑index and file documents and correspondence.
• Maintain routine financial records; oversee department purchasing, accounts payable and accounts receivable processes – coordinating orders, ordering and maintaining supplies, receiving and reconciling shipments with purchase orders, preparing invoices for payment, posting charges, posting and processing checks, monitoring accounts, collecting fees, preparing deposits, and maintaining petty cash.
• Takes, transcribes and distributes statements, reports, minutes, interrogations and notes from various sources.
• Maintain tracking systems for inventories; audit inventory; develop required reports and disseminate information.
• Coordinate permits and other application processes – reviewing and processing permits/applications; entering information into computer system; issuing permits; receiving and receipting fees; managing permit record system; researching permits; assisting customers with questions.
• Assist in researching, purchasing and implementing computer software; maintain and update software programs.
• Retrieve, open, stamp, sort and distribute incoming mail; prepare and process outgoing mail and mass mailings; determine appropriate routing for correspondence; receive and distribute faxes and email; check voice mail.
• Coordinate and schedule appointments, meetings or reservations at the request of staff; prepare location, photocopy materials and prepare agendas; coordinate travel arrangements; make reservations.
• Answer, screen and route incoming telephone calls; provide information to callers, receive citizen complaints, and direct calls and messages to appropriate person.
• Catalogue, maintain and coordinate department or division information, brochures, informational forms, training materials, applications, mailing lists, calendars, etc., related to department or division events, activities and schedules; mail information as requested.
• Interview, screen, greet visitors and the general public; provide customer service and support; respond to inquiries and direct individuals to appropriate area or assist with information on departmental services and functions.
• Maintain department personnel files – employment, training and certification records; track and file employee evaluations; prepare new hire information; complete personnel actions and related forms; verify background checks, licensing information and other investigations; process terminated employees; prepare exit forms.
• Coordinate various payroll processes and related personnel information – payroll time sheets, missing time sheets, leave designations, signatures, account distribution of hours; forward to Finance; distribute payroll checks and related information to employees; maintain related files.
• Interact with high‑level individuals internally and within the community to provide information, disseminate departmental information and assist in resolving administrative issues.
• Report administrative and/or operational problems to…