Pt Administrative Assistant

Position: PT ADMINISTRATIVE ASSISTANT
Description JOB SUMMARY The Administrative Assistant is responsible for providing administrative support to an assigned department in the city. The incumbent’s work generally involves public contact, maintaining a variety of records, receiving phone calls and coordinating and scheduling meetings.

ESSENTIAL JOB FUNCTIONS Performs customer service functions; answers telephone calls and greets visitors; directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding department services, activities, procedures, forms, fees, or other issues; distributes forms/documentation as requested; responds to routine questions/complaints and initiates problem resolution.

Processes a variety of documentation associated with department 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.

Acts as liaison with other departments, professional individuals/groups, and the public in matters pertaining to office programs or operations; conveys information among department personnel.

Provides clerical/administrative support for management and/or staff of assigned department; relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; maintains department calendars and schedules meetings, appointments, or other activities; records and transcribes dictation, meeting proceedings, or other information; types, composes, edits, or proofreads various documentation.

Coordinates calendar activities for the department, to include scheduling appointments, meetings, or other activities; updates calendars on a regular basis; coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff; communicates with individuals scheduled for appointments/meetings as appropriate; prepares agendas and materials needed for meetings.

Processes purchasing documentation; receives purchase order requests and assigns numbers; researches products/prices with vendors and obtains competitive price quotes; maintains purchasing records.

Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns proper budgetary code; completes travel expense vouchers, petty cash requests, and other payment requests; forwards invoices for payment.

Processes payroll documentation; reviews timesheets for accuracy and completeness; makes calculations and researches discrepancies prior to submittal to Human Resources for processing.

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

Processes incoming/outgoing mail; sorts, opens, and distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail-outs.

Types, composes, prepares, or completes various forms, reports, correspondence, logs, notices, checklists, schedules, calendars, purchase orders, check requests, budget documents, meeting minutes, status reports, project reports, statistical reports, work orders, charts, spreadsheets, presentations, or other documents.

Receives various forms, reports, correspondence, time sheets, attendance records, purchase requisitions, invoices, budget reports, meeting minutes, policies, procedures, codes, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a personal computer, transcriber, postage machine, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing,…