Administrative Assistant

Job Title

Performs intermediate skilled administrative support work involving a variety of administrative support and office assistance tasks for division or department staff, receiving and processing incoming calls and visitors, preparing and maintaining manual and computerized files and records; preparing reports, does related work as required. Work is performed under the moderate supervision of the assigned supervisor

Description of Work

Essential Job Functions

Acts as receptionist; greets visitors; answers telephone; provides information; forwards calls to appropriate party; assists the public with the completion of standardized records or documents; directs visitors to appropriate party.

Enters a variety of data into computer; verifies statistical and other records for accuracy and completeness; enters and retrieves sensitive and restricted information into computer system.

Takes and transcribes dictation; types a variety of documents including correspondence, forms, reports, purchase orders, requisitions, meeting minutes, etc. where a knowledge of format and presentation is necessary; answers routine correspondence independently.

Assists in the coordination and preparation of periodic, special and other reports; collects information from a variety of sources and compiles data.

Receives and accounts for various revenues; posts, checks, balances and adjusts accounts; gathers, assembles, tabulates, checks and files financial data; assists with the preparation of payroll.

Processes requests for information and reports.

Prepares and codes purchase orders and invoices; prepares and monitors work order system;

keeps cost and inventory records.

Makes schedules; coordinates meetings; makes appointments.

Receives, sorts, processes and distributes incoming and outgoing mail.

Operates a variety of standard office equipment.

Performs other related work as required.

Minimum Education and Experience

High school diploma or GED and moderate experience providing administrative support, or equivalent combination of education and experience.

SPECIAL REQUIREMENTS

Valid driver's license in the State of North Carolina.

Possession of or ability to obtain specific licensure and/or certification depending on departmental assignment may be required.

Knowledge, Skills and Abilities

General knowledge of arithmetic, spelling, grammar and punctuation.

General knowledge of modem office practices and procedures.

General knowledge of laws and ordinances, and of departmental and County policies and procedures.

General knowledge of laws, ordinances, and policies related to law enforcement.

Working knowledge of the standard accepted practices of bookkeeping.

Skill in the operation of common office machines, including computer-driven data entry equipment.

Ability to answer questions from the public based on working knowledge of the activities of the office.

Ability to type accurately at a moderate rate of speed.

Ability to maintain accurate records and to develop meaningful reports from those records.

Ability to communicate effectively in oral and written form.

Ability to read and compare words and figures carefully and accurately.

Ability to exercise tact and courtesy in frequent contact with the general public.

Ability to establish and maintain effective working relationships as necessitated by work assignments.

HIPAA Privacy ACT

Will limit access to protected health information (PHI) to the information reasonably necessary to do the job. Will share information only on a need-to-know basis for work purposes. Access to verbal, written and electronic PHI for this job has been determined based on job level and job responsibility within the organization. Computerized access to PHI for this job has been determined as described above and is controlled via user ID and password. May access patient records and information only to the extent necessary to monitor compliance and to accomplish appropriate supervision and management of personnel.