Administrative Assistant

Overview

The purpose of this classification is to supervise and perform specialized administrative, secretarial, and clerical work in support of assigned department. Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.

Assists in supervising operations of assigned department or division which may include overseeing utilities, telephone, and fax services, janitorial services, and ordering/maintaining adequate supplies.

Prepares a variety of documents which may include correspondence, memorandum, reports, certificates, warrants, purchase requisitions, court orders, travel requisitions, questionnaires, confirmations, permits, forms, notices or other documentation; forwards to appropriate individual/department; may issue notices or summons as appropriate.

Receives a variety of documents; reviews, stamps, verifies accuracy, processes, and notifies appropriate individual or department; ensures appropriate transfer of cases, trades, purchases, sales, or files.

Verifies cases for payment; may receive and establish eligible or required deductions.

Enters a variety of computerized data, maintains files and computer records.

Serves as point of contact or public relations coordinator for the department; attends and/or conducts a variety of meetings including management team meetings as required; may serve on special committees; may attend court sessions.

Answers telephones and responds to questions/complaints, takes messages, and/or refers to appropriate personnel, department, or agency.

Explains complex program rules to staff and clients; may interview and counsel prospective clients.

Researches and obtains various documents as needed to answer inquiries, resolve problems, or advise as appropriate.

Maintains knowledge of changes in state laws; makes recommendations regarding polices and procedures.

May assist with developing department budget; may estimate and project revenues and expenditures; monitors expenditures under current budget; may assist with annual report preparation; assists auditors with accounting functions as needed; may audit a variety of account calculations; may calculate benefits.

May perform various financial duties; may prepare payroll for the department; may prepare and/or distribute tax forms; may receive monthly insurance premium payments and advise payroll clerk of appropriate actions; may assist in negotiations as needed; may bill and/or receive a variety of fees, claim checks, premiums, or related receipts.

Prepares a variety of schedules pertaining to travel, grant receipts, annual inventory, and/or meetings; maintains daily, weekly, and/or monthly department calendar.

Maintains assigned inventories; prepares, reviews and processes purchasing documents; prepares purchase orders for needed materials, equipment and supplies; receives and distributes incoming supply shipments; receives and reviews invoices ensuring accuracy; forwards invoices for payment; directs proper maintenance of office equipment.

Receives, routes, and distributes mail; prepares and distributes mailings; receives various forms, reports, invoices, and related documentation; reviews, processes, files, and/or transmits as appropriate; receives, transmits, and distributes facsimile transmissions; logs and retrieves voice mail messages.

Operates a personal computer to enter, retrieve, review or modify data, utilizing JD Edwards, Pay clock Pro, AS 400, Assure , Outlook, Tracker, Microsoft Word, Microsoft Publisher, Excel, word processing, spreadsheet, database presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

May transcribe proceedings or meetings as directed.

Attends classes or seminars as needed; performs other related duties as required.

Associate's degree with course work emphasis in business education, personal computing, general office, or related field preferred; additionally, three (3) years previous experience and/or training that includes accounting, secretarial, administrative, clerical, general office, and computer skills; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must be able to type at least 30 wpm.

Data Utilization:
Requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction:
Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.

Equipment, Machinery, Tools, and Materials Utilization:
Requires the ability to…