Administrative Associate

Job Title

The hiring salary for this position is $49,682.42 annually. Performs secretarial and office management work in support of department operations.

Essential Job Functions

May provide work and/or functional supervision of clerical staff in the department.

Manages supervisor's schedule and maintains supervisor's calendar; makes appointments, sets up meetings, makes room reservations and other arrangements as needed.

Composes correspondence, memoranda and reports in response to recurring inquiries and as deemed appropriate.

Keeps supervisor and unit staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; research files and records and compiles data for supervisor's review; prepares memos, notes, and reports for supervisor.

Processes on behalf of the office administrative actions such as budget, fiscal, payroll, personnel, purchasing actions prepares and follows up on actions to ensure proper completion and takes necessary steps to resolve problems or expedite actions.

Communicates throughout the county and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor's views are known, or as otherwise authorized.

Ensures compliance with established policies and procedures regarding office services, County protocols, and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office.

Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, notify parties of changes in procedures or requirements, instruct others in procedures and in other ways ensure that the data are accurate and acceptable for use; maintains databases and data files containing such data, managing such information to provide information to unit management and to generate reports.

Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.

Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.

Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations.

Receives, screens and routes mail; directs items to other staff or County offices as appropriate.

Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.

Maintains manual and/or automated financial, accounting, personnel and other administrative and management files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information.

Produces a variety of typed or word-processed documents such as letters, memoranda, and reports; transcribes oral and/or machine dictation, or types copy from drafts; proofs and edits typed materials for accuracy of grammar, spelling, punctuation, and format and makes corrections; ensures adherence to established style guides and formats.

Performs technical administrative work involving the processing of technical financial, personnel or other actions requiring a knowledge of the technical rules and procedures governing such matters.

Qualifications, Knowledge, Skills, and Abilities

Education and Experience High school diploma or GED, including or supplemented by courses in office practices. Three years of progressively responsible office clerical and secretarial experience. Licenses or Certificates May require a valid driver's license. Special Requirements/Qualifications: Ability to maintain client confidentiality. Knowledges, Skills, and Abilities Knowledge of modern office procedures and practices including operation of office appliances such as calculators, computers, typewriters, and word processors. Knowledge of secretarial and office management procedures and practices. Ability to provide office management and related services to a department. Ability to perform office assignments involving substantive operations of the unit requiring an understanding of unit operations and policies. Ability to assist the public, clientele, and others to utilize services by explaining, instructing, and advising them regarding their needs and requests and the services provided. Ability to supervise the work of clerical staff. Ability to perform general office clerical work quickly and efficiently.

Additional Information

PHYSICAL DEMANDS The work is mostly sedentary with periods of light physical activity and is performed in office surroundings. Typical positions require workers to walk or stand for long periods; lift and carry up to 20 pounds; climb stairs, bend, reach, hold, grasp, and turn objects; and use fingers to operate computer or typewriter keyboards. The work requires the ability to speak normally and to use normal or aided vision and hearing.

WORK ENVIRONMENT Principal duties of this job are performed in a general office environment.