Administrative Assistant-Doa

Overview

An employee in this classification performs a variety of routine to complex administrative, bookkeeping and clerical support duties in support of Division on Aging operations. Employees must exercise sound judgment, tact, and initiative in all contacts. Work is performed under general supervision and is evaluated through conferences, observations, reports, and feedback. Performs responsible administrative and secretarial duties in support of Division on Aging and other staff, including but not limited to composing routine correspondence for others’ signatures, compiling data for reports, establishing and maintaining files, etc.

• Attends Advisory Board meetings; prepares and distributes meeting minutes.
• Collect information from clients for the DAAS 101 form and create file for Home and Improvement, In-Home and Nutrition.
• Updates and maintains various databases; prepares spreadsheets as requested.
• Gathers information for and prepares a variety of reports as required by the division, County and/or other agencies; distributes forms to staff and ensures required staff reports are submitted and processed in a timely manner.
• Assists in preparing and monitoring department and/or program budget(s); processes account payable; verifies, posts and deposits funds received; maintains general ledger; prepares related reports and records.
• Answers the telephone; provides information as requested and/or forwards calls to appropriate personnel; greets and assists office visitors.
• Performs general clerical work as required, including but not limited to typing reports and correspondence, entering computer data, copying and filing documents, sending and receiving faxes, assembling materials, processing daily mail, processing department time sheets, etc.
• Assists in coordinating activities with those of other divisions, departments and agencies as appropriate.
• Receives and responds to public inquiries, requests for assistance and complaints regarding division programs and services.
• Attends training, workshops, meetings, etc., as appropriate to enhance job knowledge and skills.
• Operates a variety of equipment such as a computer, printer, calculator, telephone, copier, fax machine, typewriter, paper shredder, etc.
• Use of computer and clerical supplies.
• Interacts and communicates with various groups and individuals such as the immediate supervisor, other County division/department heads and personnel, co-workers, clients, and the general public.
• Assists with special projects and programs as requested.
• Performs related duties as required.

• Thorough knowledge of the methods, procedures and policies of County as they pertain to the performance of duties of the Administrative Assistant.
• Thorough knowledge of the organization of the division and of related departments and agencies.
• Knowledge of the functions and interrelationships of the County and other governmental agencies.
• Knowledge of the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.
• Ability to demonstrate excellent administrative, clerical, bookkeeping, organizational, communication and interpersonal skills.
• Ability to offer assistance to co-workers, employees of other departments and the public as required.
• Ability to take the initiative to complete the duties of the position without the need of direct supervision.
• Ability to plan, organize and prioritize daily assignments and work activities.
• Ability to learn and utilize new skills and information to improve job performance and efficiency.
• Ability to read and interpret technical materials pertaining to the responsibilities of the job.
• Ability to assemble and analyze information and make written reports and records in a concise, clear and effective manner.
• Knowledge of the terminology and various professional languages used within the department.
• Ability to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation.
• Knowledge of proper English usage, vocabulary, spelling.
• Ability to perform required mathematical calculations with accuracy.
• Knowledge of modern office…