ADMINISTRATIVE ASSISTANT II

Description

Examples of Duties

• Provides administrative/secretarial support for an assigned division or department; relieves staff of routine administrative tasks; screens telephone calls, mail, email, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities; and coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.
• Serves as liaison between assigned department/division and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations; distributes and receives routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.
• Performs customer service functions in person, by telephone, and by mail; provides information/assistance regarding department/division services, procedures, fees, or other issues; responds to routine questions or complaints; research problems/complaints and initiates problem resolution; receives payments for various fees, fines, or services; records transactions, posts payments, and issues receipts; balances cash drawers; prepares revenues for deposit; and forwards as appropriate.
• Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes; distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; and administers work order program and opens/closes work order requests.
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
• Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; reconciles payable records with Finance Department records; prepares deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds.
• Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Receives and sorts incoming documentation and materials; sends/receives documentation; distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Processes a variety of documentation associated with department operations within designated timeframes, and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; and compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews, or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.
• Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
• Communicates with supervisor, County officials, other County employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as assigned.

Minimum Qualifications

None.

Knowledge, Skill, Abilities/ Supplemental Information

Knowledge, Skills and Abilities:

• Knowledge of local government operations, administrative and clerical related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and software applications related to the essential functions of the job.
• Skill in effective communication, both verbally and in writing.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others, and work effectively with the public and co-workers.
• Ability to work flexible hours, including evening meetings.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the budget and department.
• Ability to use computers for data entry, word processing, and accounting purposes.
• Ability to operate a copying machine.

PHYSICAL DEMANDS

WORK ENVIRONMENT