Administrative Assistant III

Job Announcement

Ensures that Alcohol Safety Action Program (ASAP) office is open on time. Receives payments from clients and enters payments in agency database (ECM) and issues receipts to clients; deals with all payment related matters and sets up payment arrangements with clients. Maintains record of habitual offender evaluation schedule. Maintains file room in order. Access FOCUS Marketplace County to order office supplies for the agency.

Participates in cross training of other staff and performs other duties in their absence.

Performs data entry as required. Reviews all out of state related referrals to make sure that all required paperwork has been submitted by client prior to enrollment in program. Serves as the main point of contact for all transfer in/out cases. Forwards transfer acknowledgments for all transfer in cases to the 23 other Alcohol Safety Action Program (ASAP) programs. Handles court‑related inquiries from staff as it relates to court orders.

Assembles case files and prints case labels and distributes them to the appropriate administrative staff person for distribution. Serves as a back‑up to the other Administrative Assistants as needed.

This position provides general administrative support in the assigned functional areas of office administration, criminal justice, legal or court support services, and customer support.

(The illustrative duties listed in this specification are representative of the class but are not an all‑inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

General Financial Duties

• 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.

Fiscal Administration

• 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.

Accounting

• 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.

Purchasing

• 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.

Scheduling & Coordinating for Others

• Maintains calendar(s);
• Schedules meetings;
• Makes and cancels appointments;
• Schedules rooms for classes, meetings, conferences, etc.;
• Coordinates audiovisual, training equipment, refreshment requests;
• Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.

Communication

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

Office Management

• Provides administrative support and implements procedures;
• May supervise others;
• Establishes/modifies and maintains a system for tracking the 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.

General Administrative

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

Receptionist/Public Contact

• Schedule 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.

Word Processing/Typing

• Keys/types complex documents (e.g., technical);
• Proofs spelling and grammar;
• Uses multiple software packages to prepare…