Job description
**Announcement Closes: Sunday, February 5, 2023 at 5:00 PM
Dept/Div: CHR/N/A - FLSA Status: Non-Exempt
General Definition of Work
Performs intermediate skilled administrative support work assisting with a variety of complex office assistance and administrative tasks, providing primary administrative support in a division or department, preparing and maintaining detailed, complex and/or confidential records and files, preparing complex and specialized reports, assisting the public, and related work as apparent or assigned. Work is performed under the limited supervision of the assigned supervisor.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Essential Functions
Greets visitors, citizens and customers; answers telephone; provides information, answers questions and responds to inquiries and complaints; forwards calls to appropriate party; assists the public with the completion of records, applications, etc.; directs visitors to appropriate party.
Performs research; coordinates with other departments and agencies.
Types a variety of documents including correspondence, forms, reports, purchase orders, requisitions, resolutions, ordinances, proclamations, and related documents, etc., where a knowledge of format and presentation is necessary; answers routine correspondence independently.
Enters a variety of complex data into computer system; gathers and compiles detailed information; prepares a variety of complex and specialized reports and spreadsheets; checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures; enters and retrieves sensitive and restricted information into computer system.
Maintains daily calendar of appointments; schedules and coordinates inspections, meetings, appointments, conferences, etc.; makes travel and lodging arrangements; assists with event preparation and catering.Prepares and maintains a variety of office files, accounts and other complex and specialized records; compiles information and verifies data.
Coordinates and assists with budget process; collects payments and fees; issues receipts; processes accounts receivable, accounts payable, payroll, budgetary and other financial data; codes and reconciles invoices with payment vouchers; prepares daily deposits; prepares bills; performs calculations and posts to statistical and other records applying knowledge of regulations.
Maintains and updates department webpages and specialized databases.
Attends meetings of commissions, boards and committees; compiles and types agendas and meeting minutes; prepares information packets including correspondence and action items.
Receives, sorts, processes and distributes incoming and outgoing mail.
Operates a variety of standard office equipment; performs light maintenance on photocopy and scanning equipment.
Maintains inventories and orders supplies; prepares purchase orders.
Encourages and promotes a culture of excellent service.
Knowledge, Skills and Abilities
Thorough knowledge of the organization and functions of the department and of general administrative policies and practices; thorough knowledge of standard office practices, procedures, equipment and office support techniques; thorough knowledge of business English, spelling and arithmetic; ability to read, understand and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence on routine matters and to perform office management functions without referral to supervisor; ability to operate standard office and computer equipment including ability to operate specialized software; ability to establish and maintain effective working relationships with associates, elected officials, other agencies and the general public.
Education and Experience
High school diploma or GED with coursework in business administration, administrative support, or related field and considerable experience in administrative support and office operations, or equivalent combination of education and experience.
Physical Requirements
This work requires the frequent exertion of up to 10 pounds of force and the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
Special Requirements
May require specific certifications and/or licenses depending upon departmental assignment.
May require specific training depending upon departmental assignment.
Favorable background history as determined by review of local, State and Federal records.
Last Revised: 12/16/2016
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