ADMINISTRATIVE ASSISTANT

Department / Division: COMPUTER INFORMATION SERVICES
Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 13

Purpose of Job

The purpose of this job is to provide secretarial and administrative support to the Computer Information Services (C.I.S.) Department. Duties and responsibilities include, but are not limited to, performing clerical duties, coordinating meeting agendas, maintaining personnel records, and performing additional tasks as assigned.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Prepares requisitions, vendor master forms, and other related purchasing forms. Prepares agendas for and attends meetings transcribes and distributes minutes. Performs correspondence tasks such as typing, copying, and filing. Prepares and maintains payroll and leave records for Computer Information Services personnel. Assists with compiling project data, prepares training materials, and prepares documentation of requests for proposals. Coordinates meetings, demonstration site visits, and reservations for division services to other departments. Compiles bulk order computer supplies, orders and distributes supplies, and manages mail. Compiles information for the preparation of the division budget, tracks expenditures under current budget, and assists with the retrieval of information for audits. Maintains inventory, general documentation, and program list files. Maintains calendar and schedules appointments. Contacts vendors regarding communication and computer equipment problems. Initial contact for any calls for service received by the Department. Performs other related duties as required.

Knowledge, Skills and Abilities

Knowledge of the policies, procedures, and activities of the Computer Information Services Department as they pertain to the performance of duties relating to the position of Administrative Assistant. Knowledge of the terminology used within the department. Knowledge of billing invoices, payroll, reports, requisitions, bookkeeping, and procedures and methods as required in the performance of duties. Ability to compile, organize, prepare, and maintain an assortment of records, reports, and information in an effective manner and according to departmental andor governmental regulations. Ability to communicate effectively with supervisors and other staff members. Ability to use independent judgement in routine and non-routine situations. Ability to handle the required mathematical calculations. Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Ability to plan, organize, andor prioritize daily assignments and work activities. Ability to comprehend and apply the regulations and procedures of the department. Ability to use office equipment such as a typewriter, calculator, facsimile machine, transcriber, copier, etc. Ability to operate various computer software programs.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with three years of secretarial, governmental bookkeeping, accounting, computer applications and training or related experience required an Associates degree in business, secretarial science, or related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Supervisory experience is preferred. Must possess or be able to acquire Notary Public status.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including office equipment. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to 10 pounds of force occasionally andor up to 5 pounds of force frequently. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION:

Requires the ability to compare andor judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak andor signal people to convey or exchange information. Includes giving receiving assignments andor directions to co-workers or assistants from supervisors.

LANGUAGE ABILITY:

Requires the ability to read a variety of records, reports, charts, and manuals and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare billing statements, letters, annual reports, and requisitions using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand complex principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgement in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical, or professional languages including computer terminology.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas, to add and subtract totals, to multiply and divide, and to utilize and determine percentages. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.

MOTOR COORDINATION:

May require the ability to coordinate hands and eyes in using office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as telephones, computer, copier, and other office equipment. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eyehandfoot coordination.

COLOR DISCRIMINATION:

May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear) Must be able to communicate via telephone and two-way radio. div alignright Parsed RTF file OK

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