Administrative Assistant

GENERAL DEFINITION

This is an administrative position requiring proficiency in Microsoft Office software with excellent typing and clerical skills. An employee in this classification performs administrative, typing, and clerical duties of a complex nature requiring the exercise of some independent judgment. This classification also performs reviews of financial records, regularly communicating with a variety of stakeholders.

Assignments are performed under the supervision of the Comptroller in accordance with CORE established policies and procedures.

This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 4:30 p.m.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assumes a primary role in the execution of functions incidental in providing administrative and clerical support services to the Comptroller and staff.
• Works directly with the Comptroller’s staff to support all aspects of daily work.
• Responds to inquiries from the public, legislators, or outside agencies directly and/or screens and directs them to the appropriate personnel.
• Answers and responds to phone calls and communicates messages.
• Assist in pre-auditing expense vouchers submitted for reimbursement from House Expense
• Accounts in conformity with budget restrictions and statutory provisions and existing House rules and policies, in times of overflow.
• Serves as a back-up to other staff members in times of absence or overflow, including executive assistant, expenses, and accounts payable.
• Adds or suppresses direct deposit of expenses for Members and staff.
• Maintains, reviews, and processes LFS authorization forms.
• Interacts with stakeholders via written correspondence, phone and in person.
• Handles printing, faxing, mail, copying, filing (electronic or paper), and email/messages.
• Assists in composing and preparing letters relating to routine correspondence for the Comptroller’s signature.
• Maintains vendor files.
• Maintains inventory of office supplies and tax forms.
• Maintains confidential and sensitive information.
• Attends and assists in the planning of team meetings and takes notes of discussion.
• Plays a role in special projects.
• Distributes paychecks and expense checks.
• Performs additional related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Ability to communicate in all formats effectively and professionally and in all types of interpersonal interactions.
• Ability to always maintain the utmost discretion and confidentiality.
• Excellent customer service skills.
• Ability to learn assigned tasks and to follow established procedures.
• Ability to proofread the straight transfer of information for accuracy and to correct errors.
• Ability to understand and follow detailed oral and written instructions.
• Ability to become proficient in all software platforms utilized by the department.
• Ability to physically and mentally perform all essential job duties.
• Ability to answer multi-line phones in a busy environment.
• Ability to work effectively as a team player.
• Skilled at using Microsoft Outlook, Word and Excel.
• Ability to communicate with Members and House staff in a clear, concise and diplomatic fashion to explain procedures, requests for clarification, or requests for additional documentation.
• Ability to perform within prescribed office procedures and decorum; maintain effective working relationships with coworkers, associates, legislators, and legislative staff; complete assigned tasks; and follow established procedures.
• Knowledge of, or the ability to quickly learn, the workings, policies and procedures of the House of Representatives. Ability to analyze requests for reimbursement by applying logic and a thorough understanding of House rules and policies to determine whether an expense is reimbursable.

PHYSICAL DEMANDS

The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made for individuals with disabilities.

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, or crouch.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus and ability to adjust focus ability to read and interpret documents on a computer screen.

EDUCATION AND EXPERIENCE

High School diploma required. At least five (5) years of clerical and/or office administrative experience, or any equivalent combination of acceptable experience, education and training.

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance