Administrative Assistant

Job Duties

• Creates official agency word processing documents; creates and maintains agency databases typically using Access or similar software packages; creates and maintains spreadsheets; creates original presentations using software packages.
• Serves as a liaison with the public, clients, agency staff and others to exchange information and explain agency services, laws, rules, regulations, policies, and procedures.
• Assures effective coordination of operational functions.
• Establishes tracking and monitoring systems and conducts follow-up to ensure effective resolution of matters.
• Obtains, organizes, and drafts technical and administrative material necessary for public information or departmental use.
• Collects and compiles data to prepare reports and provide supporting documentation.
• Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation.
• Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program, and project activities.
• May oversee or supervise lower-level employees.

• Six months experience in coordinating office activities such as planning/coordinating meetings or conferences; tracking workflow and follow up; composing meeting notes; directing clients/customers; explaining services to the public and customers/clients; establishing or maintaining filing/record systems.
• Six months experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolve deficiencies, interpret information, and track and monitor activities.
• Six months’ experience in using standard computer software programs for word processing, spreadsheets, or databases.
• Six months experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.