Administrative Assistant III

This position composes routine correspondence on behalf of Confinement Division Command and provides administrative support while implementing established procedures. Processes and integrates complex data, compiles reports from edited drafts, and proofreads documents for accuracy in spelling and grammar. Creates and maintains the bondsman list, processes captain’s letters, and manages confidential information with discretion. Distributes incoming correspondence to appropriate personnel and maintains calendars, including the Annual Squad Calendar, as well as scheduling Adult Detention Center (ADC) conference and roll call rooms for classes and meetings.

Accesses and schedules SMART Communication video calls and coordinates Microsoft Teams calls between inmates and external partners, including the parole board, psychiatrists, and Child and Family Services. Maintains ADC administrative supplies and materials, submits requests as needed, retrieves mail for processing by the county mail representative, and receives USPS mail and deliveries. This position also submits work orders to address facility malfunctions and outages.

Note:

The assigned functional areas of this position are general administration, data and records management, and/or customer service.

This is not a telework-eligible position; incumbent will be required to report on-site. 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.

• 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.

• 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.

• 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.

• 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.

• 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.

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

• 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.

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

• 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.

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