Administrative Assistant

The purpose of the class is to provide responsible administrative and clerical support to ensure effective and efficient office operations in assigned unit or division of the Department; to assist with administrative support functions, such as preparing and handling invoices, researching, compiling data, handling general projects, generating reports, and perform related work as required. The class works within a general outline of work to be performed, and develops work methods that are general in nature and for which there are precedents. Work is performed under general supervision

Provides administrative and clerical support to the assigned unit supervisor , performing such duties as scheduling meetings and appointments, maintaining calendars, composing routine memos and letters for supervisor’s signature, transcribing minutes, typing memos and correspondence, compiling information as requested.

Answers the telephone; provides information and assistance as requested; forwards calls to appropriate staff person; greets and assists office visitors; provides professional, courteous customer service at all times.  

Assists in coordinating division / department activities with those of other divisions, departments, agencies, and other professionals as appropriate; researches and provides agencies and individuals with department information as requested and as appropriate.      

Performs basic bookkeeping work as required, including receiving and recording various payments, managing petty cash, preparing requisitions, balancing and reconciling cash drawer, and reviewing basic financial records and receipts for accuracy and completeness

Maintains effective record-keeping systems; enters data into computer and assists in maintaining accurate databases; prepares spreadsheets

Collects and compiles data as requested; prepares, gathers, and assembles information as necessary for special projects.

Maintains petty cash and other office accounts as assigned, receives and receipts fees from customers.

Assists co-workers with various administrative and clerical duties as necessary; Collects and compiles data as requested; prepares, gathers, and assembles information as necessary for special projects.

May assist in maintaining accurate, up-to-date and confidential department personnel records, including but not limited to general employee files, personnel action forms, performance evaluations, insurance benefits and worker’s compensation records and claims.                  

Performs other general clerical work as required, including but not limited to compiling data for reports, copying and filing documents, entering and retrieving computer data, processing daily mail, disseminating memos / information to department staff, ordering office supplies and maintaining inventory records, maintaining lists and logs, etc.         

Receives and responds to employee / public inquiries, concerns and complaints and requests for assistance in areas of responsibility.

Requires completion of high school degree/GED and one to three years of experience, or requires Associate’s degree, vocational technical degree or specialized training that is equivalent to satisfactory completion of two years of college education with emphasis in office management, secretarial science, business administration or a closely related field.

Must possess a valid state driver’s license.

May be required to possess or obtain Notary Public certification