Administrative Assistant

WARREN COUNTY SHERIFF'S OFFICE

ADMINISTRATIVE ASSISTANT

GENERAL DEFINITION OF WORK:
Performs difficult skilled clerical work providing a variety of administrative, secretarial and record keeping duties; does related work as required. Work is performed under regular supervision.

ESSENTIAL FUNCTIONS/TYPICAL TASKS:
Preparing, maintaining, retrieving and receiving records and files; taking and transcribing dictation; typing, word and data processing duties; serving as receptionist; assisting the public.
(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
? Types general correspondence, memorandum, reports, schedules, official notices, statistical tables, reports, motions, opinions, briefs, responses, indictments, case records and other materials from rough draft, copy, marginal notes or verbal instruction.
? Takes and transcribes dictation of letters, memoranda and articles relating to specialized fields of work.
? Composes replies to correspondence without dictation in accordance with established procedures.
? Maintains complex accounting, budget, personnel and payroll records; assists with budget preparation, maintenance and account reconciliation.
? Gathers and compiles detailed information for inclusion in special and/or complex reports; prepares reports in accordance with instructions; prepares and disseminates agenda packages.
? Gathers and enters a variety of complex data into computer system; prepares a variety of complex and specialized reports; handles confidential data and other sensitive information.
? Takes, transcribes and/or types minutes of meetings and hearings of a complicated nature; prepares and distributes minutes.
? Serves as a receptionist, answers telephone and gives information in response to public inquiries.
? Maintains appointment schedules; makes travel arrangements.
? Balances department revenues and petty cash; prepares and submits deposits and related reports.
? Keeps an inventory and orders supplies for department; codes bills for accounts payable and receivable.
? Develops and maintains cross-referenced office files and a variety of other specialized records.
? Sets up filing systems, sorts, indexes and files material alphabetically, numerically, geographically or by other predetermined classification.
? Operates standard office, data entry and word processing equipment; receives and processes incoming and outgoing mail.
? Performs related tasks as required.

KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge of office practices and procedures; thorough knowledge and ability to use correct grammar, vocabulary and spelling; general knowledge of office automation equipment and software including word processing, database management and spreadsheets; some knowledge of arithmetic and its uses in general office work; ability to communicate ideas effectively in both oral and written forms; ability to gather and give basic information and instructions on departmental programs based on inquiries; ability to enter data, key or type at a reasonable rate of speed; ability to establish and maintain effective working relationships with associates and the general public.

EDUCATION AND EXPERIENCE:
Any combination of education and experience equivalent to graduation from high school supplemented by courses in typing and/or data processing and considerable responsible clerical and office experience.

PHYSICAL REQUIREMENTS:
This is sedentary work requiring the exertion of up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects; work requires fingering, grasping, and repetitive motions; 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; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

SPECIAL REQUIREMENTS:
May require NCIC and/or Notary Public certification depending on departmental assignment.