Administrative Assistant - PT

Part-time Administrative Assistant

Performs various administrative/receptionist support functions with strong computer and communication skills required. Extensive contact with the public. Ability to speak Spanish preferred. Coordinates and performs a variety of administrative and technical functions in support of department or division. Examples of duties include: composing correspondence; developing various, complex reports by researching and gathering information/statistics; coordinating and attending meetings and composing minutes; maintaining related files;

tracking department or division expenditures and performing other clerical functions related to department or division operations.

Essential functions may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. Reasonable accommodations, as defined under the American with Disabilities Act, will be made when possible.

Coordinates and processes administrative support functions related to department or division programs and activities; including: preparing files; maintaining confidential records, documents and correspondence, purging records and files and assuring that reporting processes and procedures are followed; scheduling and coordinating services. Prepares complex, routine and non-routine reports utilizing a variety of software; receives, sorts, and summarizes material for the preparation of daily, monthly and annual reports;

prepares work reports; prints various reports; relays and interprets administrative decisions, policies and instructions; performs research on assigned subjects for staff and management. Composes and prepares letters, memos, notices, agendas, reports or other correspondence in accordance with standard policies; proofs correspondence and related documents of staff; composes confidential correspondence and maintains files associated with same; processes routine and non-routine matters independently;

composes confidential correspondence and maintains files associated with same. Creates and maintains filing systems; cross-indexes and files documents and correspondence. Maintains routine financial records; oversees department purchasing, accounts payable and accounts receivable processes including: 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/or distributes statements, reports, minutes, interrogations and notes from a variety of sources. Maintains tracking systems for inventories; audits inventory; develops required reports and disseminates information. Coordinates permits and other application processes, including: reviewing and processing permits/applications; entering information into computer system; issuing permits; receiving and receipting fees; managing permit record system;

researching permits; and assisting customers with questions. Assists in researching, purchasing and implementing computer software; maintains and updates software programs. Retrieves, opens, stamps, sorts, and distributes incoming mail; prepares and processes outgoing mail, mass mailings, etc.; determines appropriate routing for correspondence; receives and distributes faxes and email; and checks voice mail. Coordinates and schedules appointments, meetings, or reservations at the request of staff;

prepares the location, photocopies materials and prepares agendas; coordinates travel arrangements; makes reservations. Answers, screens and/or routes incoming telephone calls; provides information to callers, receives citizen complaints, and directs calls and messages to appropriate person. Catalogues, maintains and coordinates department or division information, brochures, informational forms, training materials, applications, mailing lists, calendars, etc., related to department or division events, activities and schedules;

mails information, as requested. Interviews, screens, greets visitors and the general public; provides customer service and support; responds to inquiries and directs individuals to the appropriate area or assists them with information on departmental services and functions. Maintains department personnel files, including: maintaining employment, training and certification records; and tracking and filing employee evaluations; prepares new hire information for department or division staff, including: obtaining position and salary information;

obtaining copies of documents, fingerprints and photographs; completing personnel actions and related forms;…