Office Assistant

Administrative Support Assistant

Performs intermediate skilled administrative support assisting one or more administrative or professional employees, preparing a variety of technical reports, correspondence and various documents, and related work as apparent or assigned. Work is performed under the limited supervision of the Supervisor assigned.

Examples Of Duties

• Provides general office management and administrative support; assists with inventory, ordering office supplies, processing paperwork related to community grants, and other tasks as assigned.
• Assists with answering phones; greeting and/or assisting internal and external customers; monitoring security cameras, mail distribution and preparing certified and postal mail; printshop request; reporting maintenance and custodial issues.
• Performs various payroll tasks; enters time details, calculates hours worked, prepares overtime memos, distributes timesheets, maintains and publishes accurate Roll Call, maintains detailed records.
• Performs various budget tasks; enters request for checks, purchase order requests, travel requests, completes travel arrangements, maintains confidential account files and check requests, reconciles monthly credit card statements, and completes expense reports.
• Prepares and/or creates written and/or visual communications for internal and external customers in the form of letters, memos, emails, tracking sheets, excel spreadsheets, fliers, announcements, and informational handouts.
• Orders general office supplies, maintains organization of several areas,
• Maintains multiple highly confidential files and routes confidential information to appropriate personnel.

Typical Qualifications

Education and Experience: High school diploma or GED with coursework in office administration, or related field and moderate experience in an office settings, working with Microsoft Office Suite, or equivalent combination of education and experience; must meet minimum standards to comply with CJIC guidelines.

Knowledge, Skills and Abilities: Thorough knowledge of modern office procedures and practices; thorough knowledge of business English, spelling and arithmetic; ability to train and provide lead direction; ability to arrange appointments, travel and meetings; general knowledge of payroll, personnel and budget activities; working knowledge of word processing and spreadsheet software; ability to keep financial and statistical records; ability to establish and maintain effective relationships with the public and co-workers; knowledge of Microsoft Office Suite and position specific software applications. Ability to fulfill requirements specific to assignment as assistant to a Bureau Commander.

Physical Requirements: This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling and pushing or pulling; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operating machines and observing general surroundings and activities; work occasionally requires exposure to fumes or airborne particles and exposure to toxic or caustic chemicals; work is generally in a moderately noisy location (e.g. business office, light traffic).

Supplemental Information

Special Requirements

• Must be able to type 25 wpm.
• Valid Driver's License
• Notary Public preferred