Administrative Assistant

Description

Incumbents are responsible for performing confidential data entry, preparing reports, preparing and proofing original correspondence, performing basic accounting functions for assigned area, and conducting moderately complex research. Extensive contact with the public is an integral element of this position.

Examples of Duties

• Provides specialized administrative support in preparing personnel action forms, processing accounts payables, maintaining phone lists, preparing Council resolutions, transcribes and disseminates meeting minutes and/or notes, maintaining vehicle/mileage data, coordinating travel arrangements, court documents, public records requests, scheduling interviews, processing service requests, and other related documents
• Completes, collects, and processes a variety of documents and forms, which may include correspondence, reports, memos, notices, brochures, permits, and/or other related materials
• Performs various clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; participates in committee meetings; maintaining calendars; making photocopies; performing data entry; faxing documents; typing; and word processing
• Receives visitors, determining the best course of action to efficiently and effectively help them including answering most questions.
• Coordinates installation and/or upgrades of new systems, databases, procedures and methods; serves as a liaison between staff and IT while monitoring and testing systems for performance issues and business rules
• Prepares and maintains specialized files and documents utilizing prescribed methods related to case records, recorded documents and court actions
• Maintains appropriate inventory levels within assigned area of responsibility; requisitions supplies in conformance of current budgetary levels
• Maintains regular attendance and punctuality
• Performs other duties of a similar nature or level

Typical Qualifications

Knowledge of:

• Modern office procedures and equipment
• Customer service principles
• Recordkeeping principles
• Basic mathematical concepts
• Filing procedures and practices
• English language, grammar, and punctuation
• Principles and practices in area of assignment

• Using modern office equipment
• Keyboarding
• Using a computer and related software applications

• Exercise independent judgment and discretion
• Prioritize work and perform multiple tasks
• Prepare, maintain, proofread and process a variety of forms, reports, records, files and/or documentation
• Maintain inventory and supplies
• Prepare meeting agendas and minutes
• Provide customer service
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction

Supplemental Information

High School Diploma, or G.E.D., and four years of progressively responsible clerical experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.