What are the responsibilities and job description for the Administrative Staff Assistant II (Part-time 25 hours/week) position at Town of Greenwich, CT?
General Statement of Duties
Under limited supervision performs responsible clerical and administrative work involving diverse office and detailed customer service tasks involving the use of industry-specific procedures and systems to obtain, enter and retrieve data. Work requires use of independent judgment within the delegated scope of activity. May be required to oversee volunteers or temporary workers; may supervise subordinate personnel on occasion.
Reports to Division or Department Head or designated manager or supervisor.
**The current vacancy is located at Central Middle School, and will be scheduled to work 25 hours/week during the 10 month academic school year.**
Qualifications
Graduation from High School plus three (3) years related clerical experience with at least one (1) year of experience in a fast-paced, customer service, computerized environment, or an equivalent combination of education and experience.
Some assignments may require the ability to operate a motor vehicle.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Considerable knowledge of business practices and procedures, business English including general office terminology and business financial transactions.
Working knowledge of division policies, procedures, and regulations.
Skilled in the operation of a personal computer and related computer software; proficient in the Microsoft Office Suite.
Ability to communicate effectively, dealing tactfully and courteously with officials, professionals and the public; ability to establish and maintain harmonious working relationships with superiors, peers and subordinates.
Ability to compose correspondence, maintain complex clerical records, prepare reports from records and format statistical reports for presentation.
Ability to make simple to moderately complex computations, maintain financial records and prepare financial reports.
Ability to make routine decisions in accordance with laws, ordinances, regulations and departmental policies and procedures and to maintain confidential information
Ability to multi-task and to perform a variety of functions in a fast-paced environment; ability to handle routine office administration and oversee work of others as assigned.
Ability to work independently with minimal supervision.
Ability to operate standard office equipment and to learn industry-specific software as required by the division.
Willingness to accept monetary responsibility.
Exam Plan: Pass/Fail Computer Skills Test (Basic Word and Basic Excel)
Job Description
Department: Various
Division: Various
Bargaining Status: GMEA
Salary Range: G-D
FLSA: Non-Exempt
ESSENTIAL FEATURES:
Performs a variety of moderately complex clerical administrative work responding to and directing telephone calls, receiving, preparing, recording and correcting routine information and correspondence, arranging meetings and scheduling appointments; maintains a variety of records, manual and electronic indices, and routine and confidential files.
Provides customer service in person and via phone responding to inquiries or complaints in accordance with established departmental procedures and policies; assists the public, students, parents or employees by providing accurate information, assisting with forms or statements, resolving problems and providing follow up or referral as needed.
Maintains and updates as required, policies, regulations and guidelines; prepares and processes general correspondence, and other documents such as certificates, deeds, etc. in accordance with departmental rules, policies and regulations, utilizing knowledge of departmental activities and procedures, some of which may be of a confidential nature.
Compiles narratives and reports, coordinates activities and organizes schedules.
Performs routine and complex data entry, reviewing data for accuracy, checking calculations, preparing and reviewing spreadsheets and reports.
Produces documents, in rough draft or final copy as well as forms and templates from draft materials using various computer programs; makes revisions as requested by originator; proofreads documents.
Monitors and maintains detailed records, conducting research, updating and correcting records and reporting changes as necessary; prepares and types necessary information for records;
Collects and handles cash related to department or division transactions.
May coordinate the training and cross training of office personnel; may schedule and oversee work of subordinates; coordinating back-up personnel, monitoring daily time sheets and monthly absentee reports as assigned.
Performs related work as required; may serve as notary public.
Supplemental Information
All positions may be subject to an interview process. The Town reserves the right to limit the number of qualified candidates who will be invited to participate in the examination, or any part thereof.
All outside candidates will be required to undertake and successfully pass a pre-employment medical examination, which includes a substance abuse test that includes testing for THC (the psychoactive ingredient in marijuana), given at the Town's expense prior to employment if conditionally offered a part time, full time or safety sensitive position.
The Town of Greenwich has implemented a policy of background investigations for all full and part time positions prior to hiring as part of the reference checking procedures for outside candidates. The investigation will only be conducted as the last step prior to an offer. Refusal to sign the release form will terminate the candidate's further consideration.