Administrative Assistant

Job Description

Job Description

Department of Public Works

Job Duration: 4+ months

Hiring Time: Urgent

Shift Timing: Day 7:00 AM - 3:30 PM

Hours per week: 40 hours

 

Description: 

CLASSIFICATION SUMMARY:

• Incumbents in this classification are responsible for performing the duties of the Administrative Support Assistant, creating and maintaining confidential department/employee files and processing work orders, accounts payable and department payroll (entering and tracking of time).
• Duties include collecting information from supervisor or department staff to be organized and distributed; providing training of new office staff and providing some use of statistical data to create basic reports.
• Work is performed with moderate supervision.
  SERIES LEVEL:
• The Administrative Support Assistant 2 is the second level of a four level administrative support series.
  ESSENTIAL FUNCTIONS:
• (The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.)
• Performs various routine clerical duties utilizing standard office equipment to include screening incoming calls; taking and transmitting messages; maintaining calendars; keyboarding information into databases; making photocopies; performing data entry; faxing documents; typing; requisitioning supplies and word processing.
• Responds to requests for information from the general public; answers routine questions; directs callers to appropriate internal departments and/or external organizations.
• Enters information into applicable databases and/or other computerized systems to collect and maintain records and information in assigned areas of responsibility.
• Organizes and maintains files including creating and maintaining confidential department/employee files; files documents alphabetically, numerically or by other prescribed methods.
• Processes, receives, sorts and distributes a variety of correspondence, notices, website requests; reservations, time sheets, invoices, fees, citations, work orders, reports, service requests, travel vouchers, materials, deliveries, mail and/or other applicable items.
• Composes a variety of routine and/or specialized correspondence, reports, documents, brochures, posters, contracts, easements, applications, forms, permits, memos and/or other applicable materials; verifies and edits grammatical composition.
• Processes incoming and outgoing purchase orders, vouchers, agreements, contracts, permits, payments, cash receipts and disbursements and/or other related items.
• Prepares a variety of reports that summarize operational activities, permitting activities, collection activities, financial transactions and/or other applicable items.
• Coordinates and prepares for meetings and/or special events which includes preparing meeting agendas; scheduling; preparing and disseminating invitations; coordinating and assembling applicable materials; setting up rooms; may take, transcribe and disseminate meeting minutes; ordering meals and snacks; receiving attendance confirmations and/or performing other related activities.
• Monitors and restocks office supplies and materials; initiates the replenishment of applicable inventory and supplies; follows up on orders and deliveries.
• Assists with coordinating department activities such as tracking work and change orders, reporting building maintenance issues, dispatching crews to areas requiring service, relaying communications, researching and locating standard or routine information and providing related support.
• Participates in special projects and/or other activities in support of efficient and effective department operations.
• May manage travel forms, requisitions, p-cards, and expense reports for each investigator for both units.
• May be required to use, carry and answer their cell phone as determined by their job duties and the department head.
• Must meet regular attendance requirements.
• Must be able to maintain good interpersonal relationships with staff, co-workers, managers, and citizens.
• Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.
• Performs other duties as assigned.

DEPARTMENT SPECIFIC DUTIES:

When working in Public Works:

• May serve as Staff Coordinator for City Boards.

When working in Fire:

• Notarize state documents, medical documentation, etc. for incoming Cadets in each new academy, new hires, etc.
• Prepares a variety of reports that summarize operational activities, permitting activities, collection activities, financial transactions and/or other applicable items, pertaining to firefighter's certificates, IS and medical documentation.

When working in Executive Branch:

• Collaborates with the Administrative Assistant at the Family Justice Center by giving tours, participating in events, discussing new ideas or agendas, and working out new issues that come about throughout the year.
• Responsible for scheduling the on call for each investigator for both units. Maintaining the calendar in the office for both units.

When working in Economic Development:

• Prepares legal documents including municipal liens and order liens; prepares lien releases; submits legal documents to the county Register's Office for recording; Completes Open Records Requests for Code Enforcement; and notarizes documents.
• Maintains the list of Condemned properties and properties scheduled for demolition and provides information on condemned properties to EPB, LDO, CPD, CFD, and the Mayor's Office.
• Preparing and handling sign-in sheets during demolition hearings.
• Exporting lien information and documents to Govern.

When working in Community Development:

• Prepares and maintains payroll-related records and related documentation which includes preparing employee time sheets; reviewing worksheets for adjustments; calculating, totaling and editing times sheets. Run payroll reports; reconcile timesheet errors, monitor overtime, use of paid time off, compensatory time, military leave and other forms of leave. Initiates and processes employee status changes.
• Retrieves personal leave balance records of employees and provides reports to employees and managers.
• Enters requisitions for vacancy.
• Assist on-board new employees to the department.

MINIMUM QUALIFICATIONS:

• High School Diploma or GED and at least one (1) year of responsible office support experience utilizing current office technologies and software; or equivalent experience/training sufficient to successfully perform the essential functions of the job.
  LICENSING AND CERTIFICATIONS:
• Notary Public Preferred.
  KNOWLEDGE AND SKILLS:
• Knowledge of customer service principles.
• English language, grammar and punctuation.
• Modern office procedures, methods and equipment.
• Meeting and/or special event scheduling techniques.
• Basic report preparation techniques.
• Record keeping principles.
• Keyboarding techniques and filing principles and practices.
• Skill in using computers and related software applications.
• Providing customer service.
• Filing and composing a variety of business correspondence.
• Scheduling and coordinating special events and meetings.
• Keyboarding.
• Processing financial documents; preparing and proofreading a variety of routine reports and/or documents.
• Maintaining confidentiality; maintaining records and files and communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public, etc.
• Sufficient to exchange or convey information and to receive work direction.

PHYSICAL DEMANDS:

• Positions in this class typically require reaching, fingering, grasping, talking, hearing, seeing and repetitive motions.
  WORK ENVIRONMENT:
• Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or negligible amount of force constantly to move objects.
• If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

\nCompany Description

22nd Century Technologies, Inc. (TSCTI) is one of the fastest-growing IT Services Integrators and Workforce Solutions providers in the United States. Founded in 1997, TSCTI is a Certified National Minority Business Enterprise (MBE) with a workforce of 6,000+ professionals, including 600+ Cybersecurity Subject Matter Experts (SMEs), delivering mission-critical solutions across all 50 U.S. states, Canada, and Mexico.

Headquartered in Princeton, NJ, and McLean, VA, with 14 regional offices nationwide, TSCTI provides comprehensive solutions in Digital Transformation, Artificial Intelligence (AI), Cybersecurity, Cloud Computing, IT Infrastructure, Enterprise Modernization, DevSecOps, Managed Services, Workforce Solutions, and Healthcare Staffing. We are a trusted partner to Federal, State, Local, Education (SLED), Healthcare, and Commercial organizations, delivering innovative technology and talent solutions that enable our clients to achieve their strategic objectives.

As one of the nation's leading Healthcare Workforce Solutions providers, TSCTI supports federal healthcare systems, Veterans Affairs (VA) Medical Centers, state and local healthcare agencies, hospitals, clinics, laboratories, long-term care facilities, and commercial healthcare organizations. We recruit and place highly qualified healthcare professionals across a wide range of specialties, including physicians, advanced practice providers, registered nurses, allied health professionals, behavioral health specialists, laboratory personnel, pharmacy professionals, and healthcare administrative staff. Our healthcare solutions ensure continuity of care while maintaining the highest standards of clinical excellence and regulatory compliance.

With a strong commitment to quality and compliance, TSCTI operates through CMMI Level 3 (Development & Services) and ISO 9001, ISO 20000, and ISO 27001 certified processes, ensuring consistent service excellence, operational maturity, and information security. Today, we proudly support 14 of the 15 Federal Executive Departments, 37 Federal agencies, 50 State governments, 115+ Local agencies, 37 School Districts, numerous healthcare organizations, and 80+ Fortune 500 and commercial clients.

TSCTI has earned numerous industry recognitions, including being named among Forbes America's Best Large Employers, Forbes Best Employers for Veterans, Forbes Best Employers for Tech Workers, Newsweek's America's Greatest Workplaces for Diversity, and a 13-time Inc. 5000 honoree. The company has also been recognized by the Washington Business Journal as one of the Best Places to Work and continues to expand its capabilities through strategic innovation, acquisitions, and investments in emerging technologies.

At TSCTI, our people are our greatest strength. We are committed to fostering an inclusive, collaborative, and growth-oriented workplace where innovation thrives and careers flourish. Whether delivering cutting-edge technology solutions or connecting exceptional talent with meaningful careers, we consistently exceed our clients' expectations while empowering our employees to succeed.

Equal Opportunity Employer

22nd Century Technologies, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

Company Description

22nd Century Technologies, Inc. (TSCTI) is one of the fastest-growing IT Services Integrators and Workforce Solutions providers in the United States. Founded in 1997, TSCTI is a Certified National Minority Business Enterprise (MBE) with a workforce of 6,000+ professionals, including 600+ Cybersecurity Subject Matter Experts (SMEs), delivering mission-critical solutions across all 50 U.S. states, Canada, and Mexico.\r\n\r\nHeadquartered in Princeton, NJ, and McLean, VA, with 14 regional offices nationwide, TSCTI provides comprehensive solutions in Digital Transformation, Artificial Intelligence (AI), Cybersecurity, Cloud Computing, IT Infrastructure, Enterprise Modernization, DevSecOps, Managed Services, Workforce Solutions, and Healthcare Staffing. We are a trusted partner to Federal, State, Local, Education (SLED), Healthcare, and Commercial organizations, delivering innovative technology and talent solutions that enable our clients to achieve their strategic objectives.\r\n\r\nAs one of the nation's leading Healthcare Workforce Solutions providers, TSCTI supports federal healthcare systems, Veterans Affairs (VA) Medical Centers, state and local healthcare agencies, hospitals, clinics, laboratories, long-term care facilities, and commercial healthcare organizations. We recruit and place highly qualified healthcare professionals across a wide range of specialties, including physicians, advanced practice providers, registered nurses, allied health professionals, behavioral health specialists, laboratory personnel, pharmacy professionals, and healthcare administrative staff. Our healthcare solutions ensure continuity of care while maintaining the highest standards of clinical excellence and regulatory compliance.\r\n\r\nWith a strong commitment to quality and compliance, TSCTI operates through CMMI Level 3 (Development & Services) and ISO 9001, ISO 20000, and ISO 27001 certified processes, ensuring consistent service excellence, operational maturity, and information security. Today, we proudly support 14 of the 15 Federal Executive Departments, 37 Federal agencies, 50 State governments, 115+ Local agencies, 37 School Districts, numerous healthcare organizations, and 80+ Fortune 500 and commercial clients.\r\n\r\nTSCTI has earned numerous industry recognitions, including being named among Forbes America's Best Large Employers, Forbes Best Employers for Veterans, Forbes Best Employers for Tech Workers, Newsweek's America's Greatest Workplaces for Diversity, and a 13-time Inc. 5000 honoree. The company has also been recognized by the Washington Business Journal as one of the Best Places to Work and continues to expand its capabilities through strategic innovation, acquisitions, and investments in emerging technologies.\r\n\r\nAt TSCTI, our people are our greatest strength. We are committed to fostering an inclusive, collaborative, and growth-oriented workplace where innovation thrives and careers flourish. Whether delivering cutting-edge technology solutions or connecting exceptional talent with meaningful careers, we consistently exceed our clients' expectations while empowering our employees to succeed.\r\n\r\nEqual Opportunity Employer\r\n\r\n22nd Century Technologies, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.