ADMINISTRATIVE ASSISTANT

Administrative AssistantThe Administrative Assistant performs a variety of administrative support work to ensure smooth and efficient operation of the office; tasks include managing departmental programs, supervising secretarial and clerical staff.Monitor daily office operations; train, assign duties, evaluate, and discipline clerical staff in accordance to personnel policies and procedures; maintain confidential employee files; authorize timesheets and leave requests.Develop, maintain, and retrieve spreadsheets and/or databases necessary to prepare monthly, quarterly and annual reports.Review, edit, and revise correspondence, reports and proposals prepared by staff prior to submission to director; compose and finalize correspondence from director.Prepare budget forms and assist in overseeing department expenditures; maintain departmental records for payroll, equipment inventory, cuff account, travel, grant projects, and financial projection.Authorize vouchers and/or purchase orders; oversee the preparation of monthly billing; order supplies and equipment; solicit and review bids; and oversee maintenance of equipment.Serve as department liaison with other agencies/departments; may perform duties of acting director in their absence by attending staff, committee and/or Council meetings.Maintain calendar for director; schedule meetings; prepare travel arrangements; ensure director is provided with regular updates on compliance issues and contracts.Perform other related duties as assigned.Considerable knowledge of office management procedures, business English, word processing, etc.Working knowledge of budgets and accounts payable/receivable procedures.Some knowledge of ordinances, practices, procedures, and terminology of governmental operations.Must be skilled in providing superior customer service for both internal and external customers.Ability to plan, supervise and coordinate work of others.Source: Original PDF