Administrative Assistant

About the role

Posting number: 413021 Department: Finance Job classification: ADMINISTRATIVE PROFESSIONAL II Posting type: Open Categories: Administrative Assistant Summary The Administrative Professional II, under general supervision, performs functions such as administrative support; creating and maintaining accurate files, records, reports, and documents for use by the department and/or the public. The positions may be required to handle cash or perform a broader spectrum of bookkeeping/budget related activities. Provides customer service activities that includes responding to inquiries requiring technical knowledge about the department or county processes, policies and procedures.  Many instances require tact and independent actions particularly when encountering sensitive or confidential matters. Examples of duties Provides administrative support for the assigned department(s); processes and prepares a variety of reports, correspondence, presentations, and other documentation associated with department operations within designated timeframes and per established procedures. Collects, opens, and distributes department mail; maintains department calendars and schedules meeting or other activities. Acts as a liaison with other departments and conveys pertinent information among department staff. Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary; provides information/assistance regarding department services, activities, and procedures; distributes forms forms/documentation as requested; and responds to routine questions or complaints and initiates problem resolution. Coordinates arrangements for meetings and workshops; notifies meeting participants of date/times; and secures meeting space. Processes invoices for payment in accordance with established procedures; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns appropriate budget code; forwards invoices and associated documentation to Finance for processing. May assist in preparing/monitoring department budget; monitors status of expenditures in relation to available funds in budget accounts; works with the Budget office to prepare budget transfer forms. Performs monthly cash handling, p-card reconciliation and processing, and bookkeeping functions. Maintains confidentiality of departmental issues and documentation. Maintains file systems of various files/records for the department; prepares and sets up files; sorts/organizes documents to be files; files documents in designated order; retrieves and replaces files; purges, shreds, or destroys confidential or obsolete documents and files in compliance with records retention policies and procedures. Operates a computer to enter, retrieve, review or modify data; performs data entry functions verifying the accuracy of entered data. Composes, prepares, or completes various forms, reports, correspondence, spreadsheets, presentations, or other documents. Performs other related duties as assigned. POSITIONS-SPECIFIC FUNCTIONS: Finance Prepares receipts for daily cash collection, completes online remote deposit and transports daily deposit to bank as needed.  Assists with outstanding checks.  Assists with 1099’s and W2’s distribution.  Coordinates and tracks education, training and travel for Finance staff. Maintain postage machine and postage orders. Maintains record retention schedule. Scans and archives financial documents. Assist with Financial Reporting table of contents.  Serves with assistance to the Budget and Procurement Departments as needed.   Qualifications MINIMUM QUALIFICATIONS Education and Experience: High School Diploma or an acceptable equivalency diploma (GED), and four (4) years of related experience; or equivalent combination of education and experience.   Supplemental information PHYSICAL DEMANDS Must be physically able to operate a variety of machinery and equipment including computers, printers, telephones, calculators, copiers, fax machines, cash registers, paper cutters, intercom, etc. Must be able to exert up to 30 pounds of force occasionally, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for Sedentary Work. Light Work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. WORK ENVIRONMENT Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.