Administrative Assistant - Facilities

Administrative Assistant - Facilities

Performs office administrative support for a division, office or department and its staff. Performs administrative support and secretarial functions, which may include document preparation, meeting planning, data entry and other related duties. Performs customer service duties including reception activities, answering process and program-related questions, and entering and maintaining related data.

Works under the supervision of the division, office, or program director, elected official manager, or supervisor and performs a variety of routine work within established policies, procedures and receives detailed instructions on new projects and assignments.

This position has no supervisory responsibilities.

Any one position may not include all the duties listed nor do the listed examples include all duties which may be found in positions of this class.

• Performs customer service and reception duties for the division, elected office or department; provides general information as well as responds to specific customer questions; routes inquiries appropriately for more complex matters and interpretation issues; takes written messages.
• Schedules, maintains, and adjusts appointments, activity calendars, and work schedules for work groups, training and individuals.
• Schedules meetings and makes travel arrangements as needed, including communicating with agents, planners, and facilities to coordinate arrangements and ensure all plans are accurate.
• Orders and maintains inventory of office and other departmental supplies and equipment; tracks expenditures, ensures operations of office equipment through County or contracted maintenance services.
• Assists in the tracking, balancing and processing of accounts receivable and payable, purchasing, bidding and/or contract coordination for the department/division. May handle petty cash fund.
• Prepares and distributes meeting agendas, packets, and related materials; may take, tape, transcribe, and distribute meeting minutes.
• Establishes and maintains office filing systems, files, and records; assembles information upon request; directs other employees in file maintenance procedures.
• Prepares and proofreads standardized documents and forms; composes standard correspondence and written responses upon request and review of other staff members.
• Schedules work orders, service calls, and other activities for departmental employees; maintains activity and work logs.
• May assist with mail pick-up and distribution.
• Regular and predictable attendance is required.

Minimum Qualifications

Required Knowledge, Skills and Abilities:

Education: A High School graduate or equivalent, supplemented by additional secretarial or office administration coursework. An Associate's degree is preferred.

Experience: A minimum of two (2) or more years experience in an office setting.

Required Knowledge: Modern office practices and procedures.

Language Skills: Must have the ability to communicate effectively both verbally and in writing and the skill to organize materials and present information clearly and concisely in verbal and written form. Must understand and follow verbal and written instructions. Must have proficient knowledge of the English language, proper grammar, punctuation and spelling in other oral and written communication and have the ability to write routine reports and correspondences. Must be able to read, comprehend and apply laws, rules, regulations, policies and standard operating procedures required for this position, as well as, basic how-to documents and manuals.

Interpersonal Skills: Must possess the ability to establish and maintain cooperative working relationships with fellow employees, representatives of other agencies and organizations and members of the community. Have strong customer service orientation and work collaboratively within a team environment. Interact professionally and diplomatically with County employees, other agencies and organizations and members of the community and manage difficult or emotional customer situations. Must have the skill to organize work flow and accomplish established objectives. Possess the ability to recognize when confidentiality is required and maintain strict confidentiality. Must maintain appropriate professional boundaries in relationships with customer/clients and the general public.

Mathematical Skills: Must have the ability to work with basic mathematical concepts such as addition, subtraction, multiplication and division and apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Skills: Must be able to apply basic principles of logic and reasoning to a variety of practical problems. Have problem solving and troubleshooting skills. Must have strong organizational skills and the ability to prioritize and work on multiple tasks. Must be able to exercise some independent judgment and function under pressure. Must be able to accomplish assigned tasks to meet established performance standards and objectives and thinks through the consequences of a decision prior to making it.

Office Technology/ Computer Skills: Must be able to effectively use modern office technology and equipment, including computers, calculators, telephone, copiers with scanning and faxing capabilities. Must have fundamental experience with word processing, database manipulation, spread sheets, email, and the knowledge to save and retrieve documents from a variety of destinations and sources. Must be able to learn the software and programs related to the position and the County.

Physical Demands: 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. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit and stand for long periods of time; use hands and fingers to handle or feel; and reach with hands or arms. The employee is required to stand, walk, climb or balance, twist, kneel, crouch or crawl. Must be able to respond to the customers' needs and perform tasks requiring extensive hand and eye coordination. Dexterity of hands and fingers to operate a computer keyboard, mouse and other devices and objects. The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. Physical ability and mobility to drive a motor vehicle to and from field and meetings as required. Ability to work extended shifts and attend training and meetings outside of regularly scheduled hours and the ability to work in stressful situations.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Ability to tolerate and be productive in a quiet to moderate noise level in the work place. Employee will have periodic exposure to hazards in the field such as driving and inclement weather and potential hostile clientele.

Special Requirements: Must possess and maintain a valid Colorado Driver's License with a satisfactory driving record.

For the Human Services positions: Successful completion of HIPAA training and NIMS 700, IS 100 courses within one (1) year of hire.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.