*INTERNAL ONLY * Admin Assistant III/ Public Works

Job Title

Administrative Assistant

Job Description

The purpose of this job is to provide administrative, clerical and computer support to departmental staff. Duties and responsibilities may include, but are not limited to, preparing and processing correspondence, payroll, and other documents; assisting with developing and compiling various budget and financial documents; maintaining files, appointment calendars, and financial or other related reports or documents; receiving and disseminating calls, mail, messages or other correspondence; performing research functions; acting as a liaison between department, government, public and other parties and performing additional tasks as assigned.

Minimum Training & Experience Required to Perform Essential Job Functions

High school diploma or equivalent with three years of secretarial, governmental bookkeeping, accounting, computer applications and training, or related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess or have the ability to acquire Notary Public status. Must possess a valid driver's license. Associate's degree in business, accounting, secretarial science, or related discipline preferred. Supervisory experience is preferred.

Essential Duties, Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Facilitates communication and provides information to officials, employees, or the public concerning various requests and departmental policies, programs and services. Prepares, edits, copies and/or types correspondence, memoranda, reports or other related materials; assists staff with developing and implementing administrative procedures and practices; maintains filed documents; assists with other projects and events as necessary. Performs bookkeeping duties which may include processing and maintaining records of fees and payments, invoices, petty cash fund, vouchers, program refunds, cost centers and tracking systems, budget transfer requests, and operating and capital account expenditures; issues and processes purchase and traveling orders, authorizations for payment, vendor master forms, and purchase requisitions; writes receipts; assists in preparing and monitoring departmental budget and other financial documents. Assists with the development of the Department's budget, compiling cost figures, etc.; prepares, maintains accurate record of and monitors division revenues, expenditures, billings, collections and deposits; makes necessary line item transfers; maintains petty cash fund and account ledgers; may serve as fixed assets coordinator for department and prepare reimbursement requests or tax reports. Processes personnel action forms, attendance and leave records, accident/injury records and payroll documentation for appropriate staff; may assist with and maintain correspondence with the Human Resources Department regarding job openings, qualifications, testing, applications, etc. Reviews, prioritizes, and schedules work requests, facility usage, appointments, events, meetings and conferences for appropriate staff, the government or the public; maintains calendar of events; makes travel and accommodation arrangements if necessary; prepares and processes travel reimbursements and other related documents. Collects, enters, maintains, revises and updates various information/certificates into various computers, recorders, and filing/catalog systems or libraries in an effective and efficient manner; ensures work and data are backed up. Greets visitors, ascertains nature of business, assists and directs visitors to appropriate staff. Assists with or fulfills duties of appropriate personnel when necessary. Maintains inventory of and requisitions office supplies, equipment, or service requirements as needed; may include taking bids, and obtaining price quotes from vendors. Maintains calendar and scheduling for appropriate staff training sessions, travel, conferences, meetings or facility usage. Prepares agendas or documents for or attend meetings, conferences, or events for the department; transcribes minutes or relates relevant information to appropriate staff; acts as liaison between department and other groups, committees, organizations, officials, or the public. Assists in the training, orientation and supervision of various staff, i.e. community service workers, administrative secretaries, interns, temporaries, volunteers, etc., as needed; directs work assignments, counsels and disciplines employees when necessary, and completes employee performance appraisals. Notarizes official documents when required. Performs other duties as assigned.

Supplemental Information

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer, printer, facsimile machine, copying machine, calculator and typewriter. Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work. DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things. INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving and receiving assignments and/or directions to co-workers and assistants or from supervisors. LANGUAGE ABILITY: Requires the ability to read a variety of reports, contracts, files, forms, time sheets, invoices, telephone bills and logs, purchase orders and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare contracts, vouchers, forms, time sheets, reservation documents, budget related documents, calendars, and phone logs using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence. INTELLIGENCE: Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management. VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages. NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; and interpret graphs. FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with a computer, copying machine, calculator, printer and typewriter. MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using a computer, copying machine, calculator, printer and typewriter. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates. MANUAL DEXTERITY: Requires the ability to handle a variety of items such as a computer, copying machine, calculator, printer and typewriter. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination. COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color. INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency. PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone and/or two-way radio.

ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, View phone number on click.appcast.io or View email address on click.appcast.io.