Administrative Assistant III (12280, Grade HC6)

Description

Examples of Important Duties

Complete all documents for employment actions

• Creates, reviews and processes all intermittent Performance Action Forms (PAFs) for hiring, annual evaluations, and dismissals in a timely manner within M-NCPPC guidelines. Maintains up-to-date files for all intermittent employees.
• Maintains a confidential database for intermittent staff to track PAFs relative to new assignments, contract renewals, new hires, and termination of employees.
• Communicates with managers, of all venues, to stay on schedule with the processing of these actions. Conducts occasional training sessions for the managers to keep them current with the various systems as they relate to hiring, termination and annual evaluations.

• Reviews intermittent time and attendance reports to ensure hours are accurate and do not exceed maximum of 29.5 hours per week and call inaccuracies to the attention of the appropriate manager.
• Reviews and processes intermittent timecards, through Kronos, bi-weekly.
• Communicates directly with Payroll Office in rectifying all intermittent payroll issues.

• Prepares purchase orders, check requests and all other necessary financial documents to ensure the facility is operable.
• Prepares all necessary paperwork to ensure vendors are paid timely.
• Makes sure purchases are in accordance with M-NCPPC policies and procedures.
• Reviews all expenditures making sure they are tracked against the correct accounting unit.
• Prepares all contracts for the facility and ensuring they are kept up-to-date.
• Keeps current files on all transactions for budgeting purposes.
• Handles petty cash and purchase card transactions (if applicable) according to the purchasing policies and procedures.
• Keeps communications with purchasing department to ensure compliance with current procedures.
• Reports all necessary purchased items for fixed assets inventory.

• Displays a positive image for M-NCPPC.
• Main administrative contact person for the facility and must be knowledgeable of all activities as they relate to the facility.
• Answers the telephone timely and responds to all customer inquiries.
• Directs all calls to the appropriate person.

• Actively attend and participate in various job specific committees.
• Reports to facility staff all activities and updates.
• Acts as liaison between the facility and the committee. Completes all committee assignment responsibilities by set deadlines.

• Monitors the work area/facility with a conscientious effort to promote the efficient use of electric power, fuel, telecom and water resources.
• Properly and effectively recycles Commission waste, including paper goods, plastics, glass, batteries, and other recyclable products.

Minimum Qualifications

1. High school diploma or GED; and

2. Bachelor's degree in business administration, management, or related subject; or four years of progressively responsible related experience; or

3. An equivalent combination of education and experience.

Supplemental Information

Classification/Specification: Administrative Assistant III

This is a Union Position

May be subject to medical, drug and alcohol testing.