Administrative Assistant

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. . Serve as front-line customer and staff contact for the office. Respectfully greet and assist office visitors. Screen telephone calls and direct to the proper staff person. In educator’s absence, assist in locating pertinent information for caller/visitor as it relates to all program areas.

• Assist Area Director with budget preparation and maintain records.
• Maintain petty cash funds. Complete Procurement, Receivables, Payables, and

Budget processes via Oracle - purchase requisitions, invoices, and budget reports. Take deposits to County Treasurer Department. . Maintain inventory of office supplies, equipment and software/hardware, and place orders as needed.

• Track distribution of office keys.
• Serve as office computer contact – first contact for computer

troubleshooting.

• Arrange for repair and maintenance of office equipment.
• Provide guidance to support staff.
• Onboard new staff and assist in training and orientation.
• Create booklets, documents, letters, reports, news releases, brochures,

programs, educational materials, and membership/mailing lists.

• Enter survey information into database.
• Handle and process incoming and outgoing mail.
• Parenting class - assemble information and folders, set up classroom and

equipment, register participants upon arrival and collect fees.

• Reserve meeting rooms.
• Operate office equipment such as PC, printer/copier, letter folding machine,

postage meter, and calculator. . Maintain confidentiality on a variety of office matters. Desirable Knowledge and Abilities: Knowledge of clerical/financial/office management practices and procedures. This position requires strong computer skills, including word processing, spreadsheet, database, e-mail, internet. Strong organizational and communication skills and ability to interact effectively with others and maintain confidentiality. Knowledge of business English, spelling and grammar. Ability to handle and prioritize multiple tasks and meet deadlines. Creative problem-solving, researching and reporting skills, strong oral and written communication skills, and a strong work ethic. Knowledge of workflow, procedures and systems, and ability to perform a variety of administrative tasks. Ability to operate a variety of office equipment. Cultural competence in working with protected populations, including race, ethnicity, age, gender, socio-economic. Possess a valid driver’s license. Training and Experience: Graduation from high school or the equivalent, supplemented by course work in the administrative assistant/budgeting areas. Previous responsible office management experience. Previous experience with computers is required. In evaluating candidates for this position, the County may consider a combination of education, training and experience which provides the necessary knowledge, skills and abilities to perform the duties of the position.