Administrative Assistant

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of the department. This position is responsible for coordinating daily office functions, maintaining organized filing and record-keeping systems, collecting and analyzing data, preparing reports, supporting special projects, and providing exceptional customer service. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while exercising sound judgment under general supervision.

Essential Duties and Responsibilities

• Provide administrative and clerical support to department leadership and staff, including scheduling meetings and appointments, maintaining calendars, preparing correspondence, composing routine memoranda, recording meeting minutes, and compiling requested information.
• Maintain accurate physical and electronic filing systems to ensure records are organized, accessible, and compliant with departmental policies and retention requirements.
• Collect, compile, verify, and organize data from multiple sources for reports, operational reviews, and special projects.
• Analyze data for accuracy and completeness, identify discrepancies, and prepare spreadsheets, summaries, and reports to support informed decision-making.
• Enter, maintain, retrieve, and update information in departmental databases and other electronic record systems.
• Prepare, review, and process invoices, purchase requisitions, receipts, and other financial documentation while maintaining accurate supporting records.
• Perform routine bookkeeping duties, including receiving and recording payments, managing petty cash, balancing and reconciling cash transactions, and reviewing financial records for accuracy.
• Coordinate the processing and distribution of incoming and outgoing mail, departmental communications, and internal documentation.
• Order, track, and maintain office supplies and inventory records to support daily operations.
• Answer and direct telephone calls, greet visitors, respond to inquiries, and provide courteous and professional customer service to employees, the public, and external agencies.
• Research departmental information and assist with responding to requests from internal staff, partner agencies, and the public.
• Assist with coordinating administrative activities and projects across departments and external organizations as needed.
• Support special projects by gathering documentation, organizing files, monitoring project information, and preparing status reports.
• Maintain confidential personnel and departmental records, including employee files, personnel action forms, performance evaluations, benefits documentation, and workers' compensation records, as assigned.
• Assist coworkers with administrative, clerical, filing, and records management responsibilities to support efficient office operations.
• Receive and respond to employee and public inquiries, concerns, and requests for assistance in a timely and professional manner.
• Perform additional administrative, clerical, records management, and data-related duties as assigned.

Minimum Qualifications

• High school diploma or GED and one (1) to three (3) years of progressively responsible administrative support experience; or
• Associate degree, vocational/technical certification, or equivalent specialized training in Office Administration, Business Administration, Office Management, Secretarial Science, or a closely related field.

Preferred Knowledge, Skills, and Abilities

• Knowledge of modern office procedures, records management, and filing systems.
• Experience with data collection, data entry, data validation, and basic data analysis.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Ability to prepare reports, spreadsheets, and professional correspondence.
• Strong organizational, analytical, and time management skills.
• Ability to maintain confidentiality and exercise discretion with sensitive information.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and work independently with minimal supervision.
• Strong customer service and interpersonal skills.

Licenses and Certifications

• Valid state driver's license.
• Notary Public certification may be required or obtained after hire, depending on departmental needs.