Administrative Assistant (Various Departments Have Vacancies)

Description

Salary Range: $20.45 - $32.94/hour depending on experience

Grade: 12 FLSA: Nonexempt

Purpose of Classification:

The purpose of this classification is to provide specialized administrative support for a department or large division. Administrative Assistants are broadly responsible for all administrative support functions in a department or large division. Work often requires a knowledge of departmental operations and procedures but can be learned by a modest amount of time in the job.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar related or a logical assignment for this classification. Other duties may be required and assigned.

Coordinates and provides administrative/clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts; and maintains confidentiality of departmental documentation and issues.

Relieves management staff of routine administrative tasks; screens telephone calls mail and other communications and initiates appropriate action/response; records dictation; types composes edits or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence statements minutes or other information; and keeps management informed of significant matters messages documentation or other information.

Serves as liaison between the assigned department and other departments/divisions staff members County officials the public community leaders outside agencies or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.

Maintains calendar/schedule of activities for the assigned manager and department/division; schedules and confirms appointments meetings interviews conferences training activities or other activities; and updates calendar on a regular basis and notifies parties involved of changes.

Coordinates travel arrangements accommodations conference registrations or other travel-related plans for executives or other staff.

Maintains file system of various files/records for the assigned area; prepares files organizes documentation and files documents in designated order; retrieves/replaces files; scans records into computer; and shreds/destroys confidential or obsolete documents.

Research compiles and/or monitors administrative or statistical data pertaining to department operations; summarizes data performs routine data analysis and prepares reports; and conducts research of department files legal records database records electronic data sources internet sites hardcopy materials or other sources as needed.

Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes subpoenas mail or other documentation to appropriate personnel; sorts organizes opens and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies and distributes forms reports correspondence schedules agendas or other documentation.

Types prepares proofreads and/or completes various forms reports correspondence lists logs notices schedules calendars attendance records check requests purchase orders requisitions budget documents contracts agreements statistical reports incident/accident reports work order requests agendas minutes motions ordinances resolutions accident/incident reports inventory records charts graphs spreadsheets or other documents.

Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices agendas and meeting packets; coordinates room reservations setup refreshments and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains records.

Answers telephone calls and greets visitors; ascertains the nature of business directs callers/visitors to appropriate personnel and records/relays messages; responds to requests for service/assistance; retrieves messages from voicemail or answering machine; initiates and returns calls as necessary; and relays calls/messages via two-way radio.

Performs customer service functions in person by telephone or by mail; provides information or assistance regarding department/division services activities forms procedures…