Administrative Assistant III

This position, located in the Mt. Vernon District Station, performs a variety of secretarial and clerical functions in support of the Station Commander, Assistant Station Commander, and station supervisory personnel. Responsibilities include reviewing and processing correspondence; scheduling tasks; preparing and drafting reports; proofreading memoranda and letters within required time frames; copying and editing documents; maintaining files; receiving telephone calls; and facilitating communication with station staff.

Note:

The assigned functional areas: general administration, and/or customer service support. (The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

• Uses spreadsheets or databases to organize information and produce standard reports
• Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval
• May approve some disbursement forms
• Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements
• Explains fiscal rules and procedures to employees to ensure uniform application

• Sets up accounts through corporate systems
• Reconciles ledgers
• Prepares status reports
• Gathers data for use by others in preparing budget
• Prepares transfer vouchers and interfund billing
• Monitors external accounts for discrepancies

• Prepares wide variety of accounting forms
• Reconciles daily receipts or accounts receivable/payable
• Identifies discrepancies and makes corrections
• Collects required documents
• Prepares and authorizes expense vouchers and/or invoices within limited authorization levels

• Verifies requests for goods and services against county contracts and funding sources
• Orders goods or services and follows up/resolves discrepancies and ensures delivery
• Authorizes requests for goods and services in corporate systems
• Ensures appropriate routing and approval of purchase requests

• Maintains calendar(s)
• Schedules meetings
• Makes and cancels appointments
• Schedules rooms for classes, meetings, conferences, etc.
• Coordinates audiovisual, training equipment, refreshment requests
• Set up schedules for internal administrative staff to insure that they are available to meet changing work needs

• Composes routine correspondence on behalf of the executive/work unit head

• Provides administrative support and implements procedures
• May supervise others
• Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head
• Trains and orients new employees
• Provides and explains relevant policies and procedures

• Composes routine correspondence on behalf of the executive/work unit head

• Schedule appointments
• Explains departmental policy/procedure but does not interpret them
• Responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operations

• Keys/types complex documents (e.g., technical)
• Proofs spelling and grammar
• Uses multiple software packages to prepare equations, statistics, tables and/or presentations
• Compiles reports from edited drafts
• Uses macros and templates developed by others

• Performs data entry with some knowledge of department/work unit/program
• Manipulates screens for additional entries
  
  Generates routine reports
• Creates simple spreadsheets
• Maintains databases

• Compiles routine factual/numerical reports using readily available information

• Processes pay adjustments
• Transmits on-line T&A
• Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries
• Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips)
• Trains new employees on how to do on-line time

• Prepares and verifies completeness/accuracy of forms/documents (e.g.,…