Administrative Assistant I

Administrative Assistant I

Agency: 755 USED MOTOR VEH & MFG HOUSING

Supervisory Organization: Used Motor Veh & Mfg Housing

Job Type: Full time

Compensation: Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Job Description:

Basic Purpose:

Positions in this job family are assigned responsibilities for providing administrative support for program areas and support functions, or serve as an assistant to, or provide administrative support to an administrator or an official. This may include responsibility for an administration program providing various services to agency customers, and similar duties and responsibilities. It may also include performing duties involving the processing of applications for various types of permits or licenses, maintaining various records, preparing correspondence or other materials, and similar activities.

Typical functions:

The functions within this job family will vary by level and organization, but may include the following:

• Trains other staff
• Initiates correspondence requiring knowledge of agency or program procedures and policies.
• Develops and maintains confidential or complex files.
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.
• May prepare invoices and payments of claims, requisitions, purchase orders and other fiscal duties.
• May supervise subordinate staff.
• Coordinates activities with internal and external customers.
• May establish educational and/or training programs.
• Interviews callers, arranges appointments, and handles office details.
• Enters and retrieves information using Personal Computer or other data processing equipment and receives and reviews coded and uncoded source documents; reviews data and makes routine corrections.
• Other duties as required.

Level Descriptors:

The Administrative Assistant job family consists of two levels, which are distinguished, based on the level of complexity of specific job assignments, the extent of responsibility assigned, and the level of expertise required for the completion of assigned projects.

Level I:

This is the career level where duties and responsibilities will be performed at all levels of complexity. Employees may supervise others.

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; and of the major policies and procedures governing assigned programs. Ability is required to maintain effective working relationships with others; to handle confidential work; to interpret and handle routine matters in accordance with agency policy; and to follow oral and written instructions.

Education and Experience requirements at this level consist of four years of technical clerical office work or an equivalent combination of education and experience.

Essential Duties

• Primary point of contact for customers with complaints, responding via phone, email, or in-person.
• Document complaints in the complaint management system, capturing all relevant details (customer info, issue description, timeline).
• Prioritize complaints based on urgency and severity, ensuring timely escalation when needed.
• Receive, review, and process consumer complaints.
• Determine Commission jurisdiction and request additional information when needed.
• Maintain accurate complaint records and case files.
• Assign and track complaints through the investigative process.
• Communicate with consumers, licensees, investigators, and Commission staff.
• Prepare complaint-related correspondence, reports, and closing letters.
• Monitor case deadlines and maintain complaint statistics.
• Ensure confidentiality and compliance with applicable laws and regulations.
• Provide excellent customer service and assist with other administrative duties as assigned.