Youth Alternatives Operations Assistant

Youth Alternatives Operations Assistant

Position Type Full Time Education Level High School or GED Category Admin - Clerical

Description

Youth Alternatives Operations Assistant

JOB TITLE: Youth Alternatives Operations Assistant

CLASSIFICATION: Non-Exempt

DEPARTMENT: Youth Alternatives

SUPERVISOR: Youth Alternatives Operation Manager

SALARY: $37,219 to $52,107 Annually

GENERAL JOB DESCRIPTION

Perform a wide variety of responsible administrative clerical work in support of department and division managers; to type and proofread a variety of documents and correspondence; and to provide information and assistance to the public regarding department or division policies and procedures. Assist with the duties of the Operations Manager in their absence.

PRIMARY DUTIES AND RESPONSIBILITIES

• Coordinate and provide support services for department and division managers; provide workload reports, stat reports, as well as prepare, and proofread a variety of documents including general correspondence, agendas, reports and memoranda from rough draft or verbal instruction.
• Operate a variety of communications and office equipment including a multi-line telephone, copiers, and computers; input and retrieve data and text; organize and maintain storage and filing.
• Maintain a calendar of activities, meetings, and various events for assigned personnel; coordinate activities within the division, the public and outside agencies; make travel arrangements as required.
• Collect monies, enter information, and process payments in Inspires, etc. Issue receipts and refunds for payments regarding chemical testing.
• Assist in the collection of urine specimens needed for chemical testing.
• Requisition materials as required; pick up and deliver supplies. Maintain office forms and accurate inventory information.
• Update and enter daily expenditures under the direction of the Operation Manager.
• Assist in the preparation of budgets and budget narratives for grant applications or in the absence of the Operations Manager prepare budgets and budget narratives for grant applications.
• Create and maintain a client database for grant and year end reporting.
• Assist in providing financial grant management and submit required monthly, quarterly, and annual financial reports as required in a timely manner as directed by the Operations Manager or in the absence of the Operations Manager.

SECONDARY DUTIES AND RESPONSIBILITIES

• Take minutes for all staff meetings.
• Receive, sort, and distribute incoming and outgoing correspondence.
• Provide information and forms to the public as needed.
• Apply knowledge of computers and desktop publishing skills to day-to-day tasks.
• Respond to public inquiries in a courteous manner; provide information within the area of assignment.
• Answer the telephone and wait on the public; take messages and transfer calls to appropriate personnel; provide information on departmental and City policies and procedures as required.
• Perform maintenance of accurate and detailed logs and records; verify accuracy of information, research discrepancies and record information.
• Prepare requisitions and purchase orders for assigned divisions.
• Perform other duties and responsibilities as required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Principles of business letter writing and basic report preparation.
• Practices used in minute taking and preparation.
• Modern office procedures, methods, and computer equipment.
• Independently perform the most difficult administrative support services.
• Perform responsible secretarial work involving the use of independent judgment and personal initiative. This includes maintenance of appropriate records and compiling information for reports.
• Work independently in the absence of a supervisor.
• Perform routine mathematical calculations.
• Understand and carry out oral and written directions.
• Establish and maintain effective working relationships with those contacted in the course of work.

QUALIFICATIONS FOR THE JOB

Required:

• High school diploma or GED. Other :
• 4 years post high school education or experience in accounting, and grant reporting.
• Experience in accounting, budget development, and grant reporting.
• Applicant must be able to pass a complete criminal background check which includes fingerprinting and child abuse registry.

Preferred :

Specialized secretarial training.

Accounting

Grant reporting

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing. The employee is also required to maintain the physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting to 30 pounds. Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.

Working Environment :

Indoor working environment; irregular working hours; exposure to stress