Date Request Received

03 / 05 / 24, 12 : 45 PM

Requester Extension

42549

Department

Proposed Start Date

03 / 11 / 24

Anticipated End Date

09 / 27 / 24

Type of Request

Temporary to Hire

Title of Position

Administrative Assistant, Grade 3

Duties & Responsibilities

Assisting with meeting agendas, calendaring, invites; Assisting with monthly reporting including project costs, and expense forms;

assisting with social media; mailouts, and community information efforts; miscellaneous data research, entry; meeting support.

Other duties as assigned.

Supervisor Name

Susan Alvarez

Scheduled Hours

8 : 00 AM to 5 : 00 PM; generally in office - however, Hybrid work may be available on a limited basis as he / she become familiar with Agency procedures

Will you want to review resumes?

Will this individual need to be certified?

Certification Description

Will you need skill testing for this individual?

Skill Testing Description

Will this person need temporary access badge?

Will this individual need computer access?

Will this individual be required to travel?

Will this individual need to submit expenses?

Preferred Skills

If there are website, GIS, or social media skills, it would be great; Bi-lingual language skills (particularly Spanish-English) would also be great

Additional Notes to Staffing Agency

Attachment :

TITLE : Administrative Assistant DATE : June 2014 EEO CATEGORY : Office & Clerical GRADE : 3 FLSA : Non-exempt

BRIEF DESCRIPTION :

The purpose of this position is to provide advanced administrative and clerical support to a respective department, managerial staff and / or director.

This is accomplished by providing customer service to the agency membership, public and staff; processing information; organizing committee, public, and staff meeting activities;

coordinating travel arrangements; implementing records management services; and coordinating special events. Other duties may include coordinating work assignments of others and serving as a departmental representative.

ESSENTIAL FUNCTIONS :

Note : This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.

Additionally, please be aware of the legend below when referring to the physical demands of each essential function.

Sedentary

Light

Medium

Heavy

Very Heavy

Exerting up to

Exerting up to 20

Exerting 20-50

Exerting 50-

Exerting over

10 lbs.

lbs. occasionally;

lbs.

100 lbs.

100 lbs.

occasionally or

• 10 lbs. frequently;
• occasionally;
• occasionally;

occasionally; 50-

negligible

or negligible

10-25 lbs.

10-25 lbs.

100 lbs.

weights

amounts

frequently; or

frequently; or

frequently; or up

frequently;

constantly; OR

up to 10 lbs.

up to 10-20 lbs.

to 20-50 lbs.

sitting most of

requires walking

constantly.

constantly.

constantly.

the time.

or standing to a

significant degree.

Code

Essential Functions

• Provides customer service to the agency membership, the public and staff by greeting visitors, answering telephone calls, fielding questions;
• taking and forwarding messages; gathering information in order to direct requests to appropriate individuals; maintaining staff and / or departmental calendars;

ordering, maintaining, and distributing departmental supplies; providing back-up support to other administrative staff; and developing and maintaining communication with managerial staff, executive staff, and outside agencies.

• Processes information by utilizing word processing, presentation, scheduling, database, spreadsheet, publishing and web software;
• opening and distributing mail; collecting and summarizing data; designing and maintaining databases; researching records;
• composing, proofreading, editing, formatting, copying, faxing, scanning, assembling, and / or distributing various documents and correspondence;

updating and maintaining manuals; preparing and distributing

confidential and sensitive documents; creating newsletters, press releases,

brochures and graphics; and formatting and posting items on the agency Internet and Intranet.

• Organizes committee, public, and staff meeting activities by maintaining committee and board memberships and contact information;
• tracking and reporting member attendance to applicable entities; arranging meeting schedules; assisting in development of agendas, coordinating mail-outs, creating visual presentations, attending meetings as required;
• recording and documenting proceedings of meetings by taking, transcribing, and summarizing minutes; reserving meeting rooms, outside facilities, and audio / visual equipment as appropriate;

may include set up and restoration of meeting rooms; posting public meeting notices as required; coordinating refreshments and meals which may

include collecting funds, providing receipts, and reconciling accounts.

• Coordinates travel arrangements by communicating with an individual(s) on specific needs; following established federal, state, or agency and / or third party regulations with regard to per diem allowances and expenditures;
• reserving airline flights, hotel accommodations and ground transportation; preparing itineraries; registering individual(s) for events;

preparing various forms and correspondence for travel approvals, payments, and staff reimbursements; reconciling expenditures and drafting documentation as needed for clarification of expenses.

Implements records management services by following and interpreting identified guidelines; maintaining paper and electronic files for easy access and retrieval;

advising staff on the appropriate labeling of documents, as well as storage and destruction procedures; and providing other services as needed.

Coordinates special events by locating venues; securing accommodations and equipment; interfacing with vendors, facility staff and / or presenters;

monitoring attendee registration and check-in; issuing certificates of completion; providing

and summarizing evaluation forms; and invoicing attendees and / or collecting payments.

May coordinate work assignments of others by providing training; monitoring and overseeing work products; prioritizing workloads;

and interpreting regulations, policies, and procedures.

Serves as a departmental representative by attending conferences, public meetings, special and / or outreach events, and other NCTCOG functions;

assisting with set up of display booths and / or materials at meetings and events, and responding to general inquiries from attendees on departmental programs and activities.

JOB REQUIREMENTS :

Description of Minimum Job Requirements-

Formal Education / Knowledge

Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months / one year of advanced study or training past the high school equivalency.

Junior college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.

Experience

Over one year up to and including three years.

Certification and Other Requirements

Valid state Driver's License

Reading

Intermediate - Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college.

However, it may be obtained from experience and self-study.

Math

Intermediate Ability to deal with system of real numbers; practical application of fractions, percentages, ratios / proportions and measurement.

Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Writing

Intermediate - Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such

education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Managerial

Receives Direction : Work adheres to specific procedures, but employee determines priorities and organizes work. The employee normally performs the assignment after receiving general instructions as to methods, procedures and desired end results.

There is some opportunity for discretion when making decisions among a few easily identifiable choices. The assignment is usually reviewed upon completion for approval.

Budget / Financial Responsibility

Does not have any budget responsibility.

Organizational Control

Work requires the occasional direction of helpers, assistant seasonal employees, interns or temporary employees.

Complexity

Work requires analysis and judgment in accomplishing diversified duties. Requires the exercise of independent thinking within the limits of policies, standards, and precedents.

Interpersonal /

Human Relations Skills

Work requires regular contact with individuals and may require providing advice to others on specific issues and / or general policies.

Contacts may require the consideration of different

points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Technical Skills

Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision- making abilities appropriate to the work environment of the

Agency. Affects accuracy of multiple projects.

OVERALL PHYSICAL STRENGTH DEMANDS :

Physical strength for this position is indicated below with "X -

Sedentary

Light

Medium

Heavy

Very Heavy

Exerting up to

Exerting up to 20

Exerting 20-50

Exerting 50-

Exerting over 100

10 lbs.

lbs. occasionally,

lbs.

100 lbs.

lbs. occasionally,

occasionally or

10 lbs. frequently,

occasionally,

occasionally,

50-100 lbs.

negligible

or negligible

10-25 lbs.

10-25 lbs.

frequently, or up

weights

amounts

frequently, or

frequently, or

to 20-50 lbs.

frequently;

constantly OR

up to 10 lbs.

up to 10-20 lbs.

constantly.

sitting most of

requires walking

constantly.

constantly.

the time.

or standing to a

significant degree.

PHYSICAL DEMANDS :

Continuously 2 / 3 or more of the time.

Frequently From 1 / 3 to 2 / 3 of the time.

Occasionally Up to 1 / 3 of the time .

Rarely Less than 1

hour per week.

Never

Never occurs.

Note : This is intended as a description of the way the job is currently performed. It does not address the potential for accommodation .

• Physical Demand-
• Frequency-

Standing

At office equipment or to file

Sitting

Answering telephones, and deskwork

Walking

Delivering mail, retrieving copies from printer, and visiting other offices

Lifting

Files, supplies, equipment

Carrying

Files, supplies, equipment, mail

Pushing / Pulling

Files, supplies, equipment

Reaching

For telephone, calculator, and files, items on high shelf

Handling

Paperwork, telephone, computer, and calculator

Fine Dexterity

Computer, telephone use, and calculator

Kneeling

Retrieving items from lower shelves

Crouching

Retrieving items from lower shelves

Crawling

Bending

Retrieving items from lower shelves

Twisting

Climbing

Stairs

Balancing

On step ladder

Vision

Reading and computer use

Hearing

Communicating with co-workers and on telephone

Talking

Communicating with co-workers and on telephone

Foot Controls

Driving

Other (specified if applicable)

MACHINES, TOOLS, EQUIPMENT, SOFTWARE, AND HARDWARE :

Copier, 10-key Machine, fax machine, letter folding machine, multi-line telephone, tape recorder, transcriber, paper shredder, calculator, computer, printer and related software

Primary Work Location-

Office Environment

Other

N / A

PROTECTIVE EQUIPMENT REQUIRED :

None

NON-PHYSICAL DEMANDS :

Continuously

2 / 3 or more of the time

Frequently From 1 / 3 to 2 / 3 of the time

Occasionally Up to 1 / 3 of the time

Rarely Less than 1

hour per week

Never

Never occurs

Frequency-

Time Pressure

Emergency Situation

Frequent Change of Tasks

Irregular Work Schedule / Overtime

Performing Multiple Tasks Simultaneously

Working Closely with Others as Part of a Team

Tedious or Exacting Work

Noisy / Distracting Environment

Other (see below)

Last updated : 2024-05-27