Administrative Assistant-CSA

Administrative Support Position

Serves as department liaison for administrative functions; provides administrative support to the Director, management, and various departments; This is accomplished by performing advanced skills in administrative and technical work managing complex payroll processes; facilitating training and events; and providing office assistance and/or backup to Senior Accountant and/or other management positions, as assigned or needed. Supervises some or all the office support staff when assigned to the Office Supervisor position.

The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

When assigned to the Comprehensive Services Act Office (CSA): Provides administrative support by writing correspondences, maintaining files, answering and directing phone calls.

Assists the CSA Coordinator with the CSA budget by researching and compiling information.

Arranges meetings, provides agendas, and takes minutes during the meetings.

Assists the CSA Coordinator by reviewing and tracking all expenditures.

Assists in the preparation of the combined Comprehensive Services Act report by combining expenditures provided by the court system, the school system and social services on each child; and creating a spreadsheet showing the total amount spent on each child on one report.

When assigned to Director's Office position:

Provides advanced administrative support and assistance to the Director.

Serves as liaison between departments, Human Resources, Finance, and outside agencies by preparing and maintaining confidential personnel records; assisting employees with personnel inquiries and complaints regarding benefits, FMLA or other human resource related functions; monitoring drug and alcohol testing; preparing disciplinary letters (as directed by management) and all other personnel correspondence as needed; verifies employee information for budget preparation.

Creates agency wide personnel action forms for Director approval.

Manages payroll processes for employees by verifying and ensuring accuracy in coding; keying of complex employee leave usage for FMLA, LWOP and overtime; preparing reports.

Enters data and maintains the Local Human Resources Connect (LHRC) state software system.

Assists with the preparation of annual budget

Provides office assistance such as assisting walk-in customers; coordinating meetings, training, special projects, events, and management activities; assisting with emergency response and general office organization.

Provides administrative support for the hiring process.

System administrator for the department's city website and digital sign.

Attends and serves as secretary on various committees and meetings as needed.

When assigned to the Office Supervisor position:

Provides IT support for all departments in the agency by setting up computer and printers; setting up accounts in the systems for new employees; setting or resetting passwords for employees; troubleshooting printer and computer issues; issuing help desk ticket; and removing workers form the system once they leave the agency.

Supervises office support staff by evaluating each employee; approving time off and timesheets; providing back up support for them; directing their daily activities and work assignments; participating in the selection process for new employees; and disciplining employees if needed.

Issues EBT cards and orders materials and supplies by ensuring paperwork has been provided authorizing the EBT card for the client and completing the paperwork; logging the card issued on the monthly issuance log; issuing the card on the computer system for the client, verifying the identity of the client, and informing them on how to select PIN number; and keeping accurate records of all cards remaining in inventory and ordering additional cards as needed.

Prepares combined Comprehensive Services Act report by combining expenditures provided by the court system, the school system and social services on each child; and creating a spreadsheet showing the total amount spent on each child on one report.

Additional duties:

Performs additional duties as assigned

Education and Experience: Associate's Degree, with knowledge of a specific vocational, administrative or technical nature, from a college, vocational or technical school; and two to four years of experience. An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Certifications/Licenses:

Valid Driver's License with acceptable driving record according to City Criteria

Active commission as a Notary

Job Knowledge: Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading: Intermediate: Ability to read papers, periodicals, journals, manuals, dictionaries, and thesauruses.

Writing: Intermediate: Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math: Intermediate: Ability to deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions and measurement.

Communication Skills: Decisions regarding interpretation of existing policies may be made. Contacts may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Independence and Decision-Making: Normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Technical Skills: Work requires the use of standard technical skills appropriate to the work environment of the organization.

Fiscal Responsibilities: No budgetary/fiscal responsibility

Supervisory Responsibilities: Supervises and monitors performance for a regular group of employees or department. Provides input on hiring, discipline, work objectives/goals, performance evaluation and work assignments. Typically, a first line supervisor.

Physical Demands: Work is sedentary in nature, requiring occasional light physical exertion. Requires adequate vision, hearing and talking to use a computer, telephone and communicating effectively with others.

Non-Physical Demands:

Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.

Regular and predictable attendance is expected.

May frequently experience time pressure, frequent change of tasks, performing multiple tasks simultaneously, and working closely with others as part of a team.

May occasionally experience tedious or exacting work.

May rarely experience emergency situations, irregular work schedules/overtime, and noisy/distracting environment.

Machines, Tools, Equipment, Software and Hardware: Typically requires use of standard office equipment, including computer and related hardware and software, and any other equipment as appropriate or required.

Work Environment: The work is typically performed in an office environment, where there is seasonal exposure to extreme temperatures and wetness/humidity, and rare exposure to communicable diseases and physical danger or abuse. The employee is expected to use appropriate protective equipment for the assigned task; and any other equipment as apparent or assigned.