Administrative Assistant; part time), Adult Services

Job Description

Primary purpose:
Under the general direction of the Deputy Director of Older Adult Services, the purpose of this position is to perform responsible and varied clerical and administrative work to support and enhance the efficiency of operations of the Department of Older Adult Services. Receives and directs all who are entering the Cooper Center. Prepares office correspondence, notes, notices, reports, and other documents, data entry/retrieval including using a wide variety of databases such as Munis, myseniorcenter and Excel.

Supervision:
Supervision Scope: Performs varied and responsible functions requiring a thorough knowledge of a specialty area of a department, and the exercise of judgment and initiative. Operates with a moderate level of independence over specified, standardized activity areas, and refers unusual or technical problems to supervisors for decision.

Supervision Received: Position reports to the Deputy Director Older Adult Services operating in accordance with applicable state and local laws and regulations, department policies and procedures, requiring the ability to plan and perform operations, and to independently complete assigned tasks according to a prescribed time schedule.

Supervision Given: none.

Job Environment:
Work is performed under typical office conditions, has interruptions throughout the day from inquiries by the general public, business organizations or contacts and other city personnel.

Operates computers, calculators, copier, telephone and all other standard office equipment.

Has contact with the general public, and may have contact with other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations and attorneys, etc. Communication is by means of telephone, personal discussion, and correspondence and involves discussing routine information requiring patience and courtesy.

Essential Functions:
(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Receives and directs all who are entering the Cooper Center.

Answers and screens telephone calls, takes and/or relays messages; receives, sorts and distributes incoming mail and faxes. May prepare/sort/deliver outgoing/incoming mail.

Registers/makes appointments for the public for programs/services.

Enters data and creates reports using the myseniorcenter database.

Provides administrative support to Cooper Center staff as needed.

Follows and adheres to department, City and other government rules, regulations, policies and procedures.

May be required to act as backup to other department clerical functions.

May assist Executive Administrator with weekly bill processing and payroll in Munis software system.

Performs other related work as required and directed.

Minimum Entrance

Qualifications:

Education, Training, and

Experience:

High school or Associates degree (preferred) with three to five years of related experience and/or training or any equivalent combination of education and experience. Knowledge of clerical practices, database management, office procedures and the operation of office equipment such as personal computers and computer software, data processing and/or word processing. Knowledge of permit database programs is desirable. A strong commitment to public service required.

Knowledge, Ability and Skill:
Knowledge. Thorough knowledge of office practices and procedures, equipment and clerical techniques, including a variety of software applications. Some knowledge of bookkeeping practices.

Ability. Position requires ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to maintain detailed statistics, records and database. Ability to operate various types of office equipment. Ability to maintain confidentiality of information, where applicable. Ability to organize clerical and statistical records. Ability to deal tactfully and appropriately with the general public and City departments in an effective manner.

Ability to interpret and follow departmental procedures and guidelines. Ability to be a strong team player.

Skills. Excellent administrative skills. Expertise and skill in using personal computers, word processing, database and spreadsheet applications. Excellent customer service skills. Skill in the…