Administrative Assistant

General Position Summary

• $0 Cost Individual Health/Dental Premium
• RSA - Retirement Benefits
• The starting pay range for this position is $18.50 per hour, based on experience.
• The scheduled hours for this position is 7:30AM to 4PM, Monday through Friday.
  
  

This position provides administrative support to the department. Responsible for answering a multi-line

phone system and ,assisting citizens and employees. Performs work under the general direction of the

Director.

Examples of Responsibilities

• Provide administrative support to the department.
• Provide general clerical support to the department, including writing correspondence, filing,
  
  

appointment coordination, data entry, record keeping, etc.

• Assist the department with various tasks and projects.
• Answer a multi-line phone system, screens and forwards calls, records and relays messages and
  
  

follows up with assistance to citizens.

• Relay messages and instructions to department personnel.
• Provide back-up support/coverage to other administrative positions in the department, as needed.
• Serve as timekeeper in the Department.
• Create and maintain forms and spreadsheets.
• Greet visitors and direct them to the proper person or place.
• Sorts and distributes mail.
• May serve as backup in processing requests for payment and purchasing orders and other
  
  

requisition tasks.

• Maintains inventory of supplies and equipment.
  
  

Secondary Functions

• Purchase various supplies for department.
• Perform other related duties as required.
  
  

Job Conditions

• Flexibility to work additional hours when needed.
• Frequent interruptions.
• Duties are performed in an office environment while sitting at a desk or computer terminal or
  
  

standing at a counter. May be required to lift equipment and office supplies ranging in weight up

to 25 lbs.

• Can be a fast-paced and stressful work environment with little "down time."
  
  

Minimal Qualifications

• High school diploma required, with advanced office skill training or experience preferred.
• One (1) year experience working in clerical field performing similar tasks to job responsibilities.
• Experience with receptionist work, including answering a multi-line phone system and foot-traffic.
• Strong work history of dependability and performance.
  
  

Knowledge, Skills, And Abilities

• Knowledge of office procedures, filing, phone etiquette and office machines operation.
• Must be proficient with MS Office, including Word, Excel and Outlook.
• Advanced skills in Excel to maintain high volume of data, including use of formulas and functions.
• Ability to enter data timely with a high degree of accuracy and to double-check work.
• Have an eye for detail and accuracy.
• Ability to consistently demonstrate a high level of judgment and discretion required for
  
  

maintaining confidential and sensitive information.

• Strong verbal and written communication skills.
• Ability to understand instructions, policies, and general written correspondence.
• Ability to work independently without close supervision.
• Ability to work at a fast pace to complete a high volume of work.
• Ability to stay on task and professional while on the job.
• Ability to answer multiple phone lines.
• Ability to work on multiple projects with frequent interruptions.
• Ability to remain calm and professional when confronted with irate, rude or stressed individuals.
• Skill in mathematical computation to add, subtract, multiply and divide.
• Must be dependable with a strong work ethic.
  
  

Supplemental Information

Physical Capabilities

• This position's physical requirements involve sedentary work exerting up to 10 pounds of force
  
  

occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull

or otherwise move objects, including the human body.

• The work is performed while sitting at a desk or table or while intermittently sitting, standing, or
  
  

stooping.

• The employee occasionally lifts light objects.
• The employee may be exposed to noise, dust, dirt, and occasional cold or inclement weather.
• Must be able to hear and communicate with citizens clearly and loudly over the telephone.
  
  

https://www.madisonal.gov/index.aspx?NID=148

01

Do you have a High School diploma or equivalent?

• Yes
• No
  
  

02

Do you have a valid Driver's License that allows you to drive independently?

• Yes
• No
  
  

03

Describe your experience working with the general public?

04

Do you have strong work experience performing general office duties including computer experience, answering phones & communicating with the general public?

• Yes
• No
  
  

05

Are you able to use multi-line telephone system, copier, fax and other office machines?

• Yes
• No
  
  

06

Describe your level of proficiency with Microsoft Outlook or similar email software programs?

• None
• Beginner
• Intermediate
• Advanced
• Expert
  
  

07

This position requires performing in an office environment while sitting at a desk or computer terminal or standing at a counter. You may be required to lift equipment and office supplies ranging in weight up to 25 lbs. Are you able to perform these tasks with or without reasonable accommodation?

• Yes
• No
  
  

08

The hours for this position 7:30AM- 4PM, Monday- Friday. Are you able to work these required scheduled hours?

• Yes
• No
  
  

09

The starting pay for this position is $18.50 per hour. Is this acceptable to you?

• Yes
• No
• Required Question