ADMINISTRATIVE ASSISTANT

Department / Division: FINANCE / ADMINISTRATION

FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 13

Purpose of Job

The purpose of this job is to provide administrative and secretarial support to the Finance Department. Duties and responsibilities include, but are not limited to, transcription, typing, other general clerical functions, 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.

Transcribes, types, andor composes general correspondence and financial reports for the Director and Division Administrators. Assists with typing the Unified Government budget document. Prepares payroll time sheets for the department calculates time worked, overtime, and leave accrual rates for all departmental personnel. Maintains the calendar and makes travel arrangements for the Director. Maintains an adequate inventory of office supplies for all departmental divisions. Processes and reviews incoming and outgoing mail. Administers the computer network. Files correspondence and reports. Serves as Fixed Assets Coordinator and Recycling Coordinator for the department. Takes daily deposits to the bank. Issues gasoline credit cards. Answers the telephone, relays messages, or transfers calls to the appropriate person. Witnesses bi-weekly check signing of central disbursement checks and Unified Government payroll checks. Performs other related duties as required. Knowledge, Skills, and Abilities Knowledge of the policies, procedures, and activities of the Finance 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 general correspondence forms, expenditure transaction reports, other forms and reports, the Unified Government financial system, modern office practices and procedures, departmental policies and procedures, and procedures and methods as required in the performance of duties. Ability to utilize various software packages. Ability to utilize computers, fax machines, copy machines, dictation devices, and other office equipment. Ability to communicate effectively with supervisors and other staff members. Ability to use independent judgement in routine and non-routine situations. 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 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.

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 position. Supervisory experience is preferred. Must possess or have the ability 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 computers, fax machines, copy machines, and other office equipment. Must be able to use body members to work, move, or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally andor up to ten pounds of force frequently. Physical demand requirements are at levels of those for light 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 receiving assignments andor directions from supervisors.

LANGUAGE ABILITY:

Requires the ability to read a variety of reports, time sheets, general correspondence, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare general correspondence, payroll time sheets, and spreadsheets 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 basic 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.

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 (i.e., rulers, yardsticks, etc.).

MOTOR COORDINATION:

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

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as computers, fax machines, dictation equipment, copy machines, and other office equipment. Must have the ability to use one hand for twisting or turning motion while coordinating the 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. div alignright

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