Administrative Assistant III

This position provides routine correspondence, administrative support, and data integration for the Confinement Division Command. Responsibilities include processing complex data, compiling and proofreading reports, maintaining confidentiality, coordinating communication across platforms, managing calendar and scheduling for the ADC conference and roll call rooms, handling administrative supplies and material requests, and addressing facility malfunctions.

Assigned functional areas: general administration, data and records management, and/or customer service.

• Uses spreadsheets or databases to organize information and produce standard reports
• Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval
• May approve some disbursement forms
• Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements
• Explains fiscal rules and procedures to employees to ensure uniform application

• Sets up accounts through corporate systems
• Reconciles ledgers
• Prepares status reports
• Gathers data for use by others in preparing budget
• Prepares transfer vouchers and interfund billing
• Monitors external accounts for discrepancies

• Prepares wide variety of accounting forms
• Reconciles daily receipts or accounts receivable/payable
• Identifies discrepancies and makes corrections
• Collects required documents
• Prepares and authorizes expense vouchers and/or invoices within limited authorization levels

• Verifies requests for goods and services against county contracts and funding sources
• Orders goods or services and follows up/resolves discrepancies and ensures delivery
• Authorizes requests for goods and services in corporate systems
• Ensures appropriate routing and approval of purchase requests

• Maintains calendar(s)
• Schedules meetings
• Makes and cancels appointments
• Schedules rooms for classes, meetings, conferences, etc.
• Coordinates audiovisual, training equipment, refreshment requests
• Sets up schedules for internal administrative staff to ensure availability for changing work needs

• Composes routine correspondence on behalf of the executive/work unit head

• Provides administrative support and implements procedures
• May supervise others
• Establishes, modifies, and maintains a system for tracking progress of work that is the responsibility of the executive/work unit head
• Trains and orients new employees
• Provides and explains relevant policies and procedures

• Schedules appointments
• Explains departmental policy/procedure but does not interpret them
• Responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operations

• Keys/types complex documents (e.g., technical)
• Proofs spelling and grammar
• Uses multiple software packages to prepare equations, statistics, tables, and/or presentations
• Compiles reports from edited drafts
• Uses macros and templates developed by others

• Performs data entry with some knowledge of department/work unit/program
• Manipulates screens for additional entries
• Generates routine reports
• Creates simple spreadsheets
• Maintains databases

• Compiles routine factual and numerical reports using readily available information

• Processes pay adjustments
• Transmits online T&A
• Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries
• Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips)
• Trains new employees on how to do online time

• Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs)
• Provides basic new employee benefits information
• Explains routine personnel policies and procedures
• Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management
• Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms)

High school graduation and two years of experience providing administrative support in the assigned functional area(s).

The appointee will be required to complete a criminal background check and polygraph exam to the satisfaction of the employer.

• One year of current or recent experience in customer service field
• Experience in scheduling meetings via technology such as Zoom or Microsoft Teams
• Demonstrates clear, concise, and professional oral and written communication skills
• Excellent organizational and interpersonal skills
• Experience and proficiency in using Microsoft Word, Outlook, and Excel computer software applications; and the willingness to learn new applications and systems as needed
• Ability to be flexible, multi‑task, prioritize, and manage multiple…