What are the responsibilities and job description for the Administrative Support Specialist position at City of Washington?
Summary
Job Description
Employees in this class perform a variety of clerical, records processing, data entry, program assistant and administrative support duties. Work generally requires that employees handle day-to-day activities such as information and records processing. Support duties are journey level in variety, complexity, and independence and require self-initiative in activities. Unusual situations may be referred to others for guidance. General knowledge of the department and related functions are needed. Guides may include a variety of written manuals and instructions, and for operating computer programs, as well as oral instructions. Some judgment is required in selecting and applying the appropriate guide; deviations from established procedures are referred to others. Work is performed under the supervision of the department head or other higher-level supervisor and is evaluated through observation, conferences, performance appraisal and the quality and effectiveness of work completed.
Essential Duties And Responsibilities
NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization.
Work is generally sedentary requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Employee must have visual acuity to be able to prepare and analyze data and figures for accounting, perform extensive reading, operate a computer and other office equipment, determine accuracy and thoroughness of work, observe general surroundings and activities. Vocal communication is required for expressing or exchanging ideas by means of the spoken word. Hearing is required to perceive information at normal spoken word levels.
Work Conditions
Work is performed in an office with a controlled environment without exposure to harmful conditions.
Health, Dental And Vision Insurance
The City of Washington provides, at no cost, employee only coverage for Medical (High-Deductible with H.S.A), Vision and Dental insurance. Coverage is available for all regular status full-time employees scheduled to work 40 hours. Employees may also choose to cover eligible dependents. Benefits begin on the 1st day of the month following 30 days of employment.
Paid Life Insurance
The City provides $15,000 of term life insurance and $15,000 of accident death insurance to all full-time employees at no cost. Employees may elect additional coverage, including dependent coverage, at their own cost.
Employer Paid Leave
Paid Vacation: Full-Time employees earn 8 hours of vacation leave per month. Leave accruals increase based on the number of years of City service. (Ex: at 5 years increases to 10 hours per month)
Paid Holidays: The City of Washington observes 13 paid holidays per calendar year. The approved holidays are New Year's Day, Martin Luther King Jr. Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, 2 days at Thanksgiving and 3 days at Christmas.
Sick: Full-Time employees earn 8 hours of sick leave per month (Fire Personnel earn 14.15 hours). Sick leave hours accumulate without limits and may be used toward credible service upon retirement from the NC Local Government Retirement System.
Retirement
The City assists our employees in securing their financial future during retirement by participating in the Local Governmental Employees' Retirement System, administered by the State of North Carolina. Regular status employees, scheduled to work 20 hours or more per week, become members in the retirement system upon employment. As a member of this system, employees are required to contribute 6 percent of their gross salary on a tax-deferred basis.
Deferred Compensation Plans
To further assist employees in saving for retirement, the City offers two supplemental retirement savings programs. These programs offer employees an opportunity to save a portion of their salary on a tax-deferred basis to supplement their retirement benefit. The programs offered are 401(k) Supplemental Retirement Income Plan and the 457 Plan through Prudential.
Cafeteria Plan / Supplemental Benefits
Realizing that each employee may have different insurance needs, the City offers its employees the opportunity to supplement City-provided benefits by selecting from the benefits listed below. These benefits are offered at employee's expense through payroll deduction:
After one year as a contributing member of the Retirement System, a death benefit is provided that is equal to the highest 12 months' salary in a row during the 24 months before death, no less than $25,000 and no more than $50,000. There is no cost to the employee for these benefits.
Pay Periods/Direct Deposit
City employees are paid bi-weekly, every other Friday through direct deposit.
Full benefit details may be viewed here: https://mymarkiii.com/cityofwashingtonnc/booklet
Job Description
Employees in this class perform a variety of clerical, records processing, data entry, program assistant and administrative support duties. Work generally requires that employees handle day-to-day activities such as information and records processing. Support duties are journey level in variety, complexity, and independence and require self-initiative in activities. Unusual situations may be referred to others for guidance. General knowledge of the department and related functions are needed. Guides may include a variety of written manuals and instructions, and for operating computer programs, as well as oral instructions. Some judgment is required in selecting and applying the appropriate guide; deviations from established procedures are referred to others. Work is performed under the supervision of the department head or other higher-level supervisor and is evaluated through observation, conferences, performance appraisal and the quality and effectiveness of work completed.
Essential Duties And Responsibilities
NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization.
- Maintains and coordinates the schedule of appointments, meetings and conferences for the division.
- Inputs data into automated systems for the division; generates records, reports, bills and/or other departmental requirements from the data; verifies and edits data, as needed.
- Operates standard word processing, printing, and related computer equipment
- Types a variety of materials, proofreads final copies for spelling, punctuation, grammar, and format.
- Responsible for gathering payroll data.
- Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials based on limited information and performs periodic follow-up activities.
- Maintains activity records and files; initiates appropriate follow-up or further action based on the status of office activity.
- Performs other duties as required.
- Valid N.C. driver's license and acceptable driving record.
- NC Notary (Ability to obtain within 6 months of hire date)
- Associate's degree or equivalent from two-year College or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
- General and working knowledge of office practices and procedures.
- General and working knowledge and ability to use correct numbers, arithmetic, bookkeeping, grammar, vocabulary, and spelling.
- Ability to communicate effectively in person and by telephone.
- Ability to gather and give basic information and instructions on departmental programs based on inquiries.
- Ability to learn a general knowledge of persons and departmental programs.
- Ability to be tactful and courteous.
- Ability to make mathematic calculations, proof-read documents, and create rough drafts of memos and reports
- Ability to gather and compile materials from a variety of sources.
- Ability to operate a variety of office machines such as a computer, typewriter, fax, copier, and others required in the position.
- Ability to use judgment in organizing and establishing priorities of the work assigned.
- Ability to record financial transactions and balance figures; ability to meet deadlines with payrolls and related actions with strict timelines.
- Ability to establish and maintain effective working relationships with supervisors, employees, and the general public.
Work is generally sedentary requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Employee must have visual acuity to be able to prepare and analyze data and figures for accounting, perform extensive reading, operate a computer and other office equipment, determine accuracy and thoroughness of work, observe general surroundings and activities. Vocal communication is required for expressing or exchanging ideas by means of the spoken word. Hearing is required to perceive information at normal spoken word levels.
Work Conditions
Work is performed in an office with a controlled environment without exposure to harmful conditions.
Health, Dental And Vision Insurance
The City of Washington provides, at no cost, employee only coverage for Medical (High-Deductible with H.S.A), Vision and Dental insurance. Coverage is available for all regular status full-time employees scheduled to work 40 hours. Employees may also choose to cover eligible dependents. Benefits begin on the 1st day of the month following 30 days of employment.
Paid Life Insurance
The City provides $15,000 of term life insurance and $15,000 of accident death insurance to all full-time employees at no cost. Employees may elect additional coverage, including dependent coverage, at their own cost.
Employer Paid Leave
Paid Vacation: Full-Time employees earn 8 hours of vacation leave per month. Leave accruals increase based on the number of years of City service. (Ex: at 5 years increases to 10 hours per month)
Paid Holidays: The City of Washington observes 13 paid holidays per calendar year. The approved holidays are New Year's Day, Martin Luther King Jr. Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, 2 days at Thanksgiving and 3 days at Christmas.
Sick: Full-Time employees earn 8 hours of sick leave per month (Fire Personnel earn 14.15 hours). Sick leave hours accumulate without limits and may be used toward credible service upon retirement from the NC Local Government Retirement System.
Retirement
The City assists our employees in securing their financial future during retirement by participating in the Local Governmental Employees' Retirement System, administered by the State of North Carolina. Regular status employees, scheduled to work 20 hours or more per week, become members in the retirement system upon employment. As a member of this system, employees are required to contribute 6 percent of their gross salary on a tax-deferred basis.
Deferred Compensation Plans
To further assist employees in saving for retirement, the City offers two supplemental retirement savings programs. These programs offer employees an opportunity to save a portion of their salary on a tax-deferred basis to supplement their retirement benefit. The programs offered are 401(k) Supplemental Retirement Income Plan and the 457 Plan through Prudential.
Cafeteria Plan / Supplemental Benefits
Realizing that each employee may have different insurance needs, the City offers its employees the opportunity to supplement City-provided benefits by selecting from the benefits listed below. These benefits are offered at employee's expense through payroll deduction:
- Supplemental Term Life Insurance
- Cancer Insurance
- Accident Insurance
- Critical Illness Insurance
- Whole Life Insurance
- Disability Insurance
- Healthcare and Dependent Care Reimbursement Account (Pre-tax basis)
After one year as a contributing member of the Retirement System, a death benefit is provided that is equal to the highest 12 months' salary in a row during the 24 months before death, no less than $25,000 and no more than $50,000. There is no cost to the employee for these benefits.
Pay Periods/Direct Deposit
City employees are paid bi-weekly, every other Friday through direct deposit.
Full benefit details may be viewed here: https://mymarkiii.com/cityofwashingtonnc/booklet
Salary : $15,000 - $50,000
