Administrative Assistant

Job Summary:

Performs responsible, confidential and varied secretarial, administrative and bookkeeping tasks for a department and maintains general departmental records involving a working knowledge of departmental programs and services sufficient to handle routine complaints, inquiries and requests.

Essential Functions and Responsibilities:
Answers the telephone and gives specific or general information in response to public or official inquiries; handles requests for services, complaints and other public contact work. Operates two-way radio to communicate information to departmental employees.

Prepares and types contract agreements, legal documents, statistical tabulations and data, letters, memoranda, vouchers, operating reports and other materials including matters of strict confidence. Includes preparation of complex computer spreadsheets.

Performs account clerical functions such as accounting for office petty cash account. Receives, receipts and deposits money from citizens and maintains accurate records of transactions. Prepares checks for accounts payable.

Performs purchasing functions to include preparing requisitions and selecting/ordering supplies and equipment necessary for departmental operations.

Takes dictation or transcribes from recording equipment, correspondence, memoranda and other departmental materials including matters of strict confidence.

Assumes routine projects to relieve department head of administrative detail; monitors projects to completion to assure accuracy and completion.

Schedules meetings, prepares agendas, attends meetings; records, types and distributes meeting minutes; may schedule use of conference rooms.

Assists the public by providing information regarding the department's services and providing direction regarding the completion of department applications and forms. Also sets up new accounts for department's services.

Processes departmental records, applications and new accounts in accordance with established policies and procedures.

Prepares and maintains employee records, sick and vacation leave, payroll and other required personnel records and forms.

Coordinates travel arrangements for employee attending conferences, seminars and conventions.

Gathers and receives information for departmental annual reports to include consolidating information, preparing and typing the final report.

Establishes filing system for department and searches and locates file materials.

Orders equipment and supplies and prepares requisitions for sup-plies and materials.

May perform clerical and data entry work related to the function of the assigned department.

May serve as key operator for copy machines.

May operate fingerprint camera for reproduction of photographs.

May assist subordinate clerical employees and other departmental staff in performing work and assume additional clerical duties in their absence.

Performs other relevant work as assigned.

Regular and predictable attendance is required.

Minimum Qualifications Required:

Education and Experience

High school diploma or G.E.D. supplemented with coursework in typing and bookkeeping.
Three years secretarial experience.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications:

None.

Knowledge, Skills, and Abilities

Thorough knowledge of departmental policies and procedures and of office terminology, procedures and equipment; and of business arithmetic and English.
Knowledge of word processing and skill in operation of a computer keyboard to enter and retrieve data, prepare spreadsheets and maintain a database.

Skill in composing and typing correspondence and reports with speed and accuracy.

Skill in performing basic accounting and bookkeeping functions to include maintaining bank accounts.

Skill in maintaining administrative, fiscal and general records and in preparing reports and answering questions from records.

Skill in working with confidential information and matters in a discreet and professional fashion.

Skill in taking dictation and transcribing from recording equipment with accuracy and speed. (80 w.p.m.) Ability to type 45-55 w.p.m. (Depending on…