Public Services Administrative Assistant

Administrative Support Specialist

Performs a variety of responsible administrative and office management duties in support of department operations requiring a comprehensive understanding of the departmental and program rules, regulations, and services.

Plans and organizes the administrative work flow of the office to accomplish needs; identifies and develops databases, spreadsheets and other records management systems; creates files, notebooks, forms and correspondence based on limited instructions; edits data bases and spreadsheets for custom applications; prepares charts and graphs using spreadsheet and/or presentation software; reviews work for compliance with instructions, proofreads final product.

Provides customer service requiring considerable knowledge of the department's services, regulations and procedures; answers the telephone and/or greets visitors; directs calls or visitors and provides program and department information based on type of request; selects appropriate materials to answer questions; explains rationale of answer and often resolves problems or complaints without management assistance.

Reviews and verifies records and reports for correct information; identifies potential inconsistencies and resolves discrepancies; researches files, activity reports and other information; compiles data and statistics and prepares reports; creates or updates policy and procedures manuals.

Processes department accounts payable; requests purchase requisitions; collects vendor onboarding documents; codes and processes invoices for payment; obtains price quotes and orders supplies and materials; tracks and maintains department budget expenditures and balances; prepares accounting, purchasing and budgetary materials for the department including financial reports and reconciliations.

Processes payroll for the department; reviews employee timesheets and leave records; ensures accuracy in hours worked, leave, overtime and shift differentials; submit employees hours into the software system.

Serves as a department liaison with human resources; prepares and processes personnel action forms verifying all required fields are accurate; prepares and/or types confidential personnel reports, evaluations, and disciplinary actions.

Receives, sorts, processes and distributes incoming and outgoing mail, documents, and other materials according to general knowledge of the department operations; determines which requires the attention of the department head.

Assists with the administration of the contracted uniform program by coordinating employee uniform requests, exchanges, and returns with the uniform vendor.

Coordinates employee travel arrangements and accommodations for classes, exams, and conferences; assists with processing travel reimbursements.

Assist in departmental budget preparation; compiles information for the budget document; maintains spreadsheets tracking budget expenditures by line item and by program area; prepares reports and reconciliations; may process departmental billings.

Schedules meetings and appointments for department managers and staff; coordinates calendar for department managers.

Communicates with vendors and company representatives to resolve billing discrepancies, verify charges, and ensure proper documentation.

Attends internal meetings and committees; takes meeting notes or minutes, follows up on actions as requested; may arrange rooms and details for meetings including the preparation of agendas and handouts.

Develops and maintains filing systems; compiles information requiring the selection of data from established records or reports; established databases or spreadsheets to store, retrieve and track data.

Maintains inventory of office supplies; orders office supplies; assists department staff with ordering and returning uniforms.

Performs a variety of administrative support duties for the department director.

Performs related duties as required.

Thorough knowledge of modern office practices and procedures including automated office systems such as word processing, database management, spreadsheet design and usage, specialized technology applications, website documents and other…