Administrative Assistant II

About the role

The purpose of this classification is to provide specialized administrative support for department or large division. Incumbents in this classification provide specialized administrative support that requires a knowledge of departmental operations and procedures.   PRINCIPAL DUTIES AND RESPONSIBILITIES Serves as liaison between the assigned department and other departments/divisions, staff members, Consolidated Government 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. Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management 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; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff. 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; researches 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. 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; researches 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 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. 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. Perform other duties of a similar nature or level.   Qualifications Education:    High school diploma or G.E.D. Experience:   Three (3) years of clerical, administrative support, secretarial, customer service, and or record management experience and/or training. Knowledge/Skills/Abilities:  Familiarity with relevant federal, state and local laws and county policies and procedures. Proficiency in mathematical computation and interpersonal relations. Mastery of using computers, standard business application software, and other office equipment. Good communication skills, both oral and written. Demonstrated ability to work independently. Familiarity with Motor Vehicle Record (MVR) systems is preferred. PERFORMANCE APTITUDES: Data Utilization:  Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships. Human Interaction:   Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations. Verbal:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information. Math:   Requires the ability to perform basic calculations. Functional Reasoning:   Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives. Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria. Physical Abilities:   Tasks require the ability to perform sedentary to light work which may involve extended periods of time at a keyboard or work station. Environmental Factors:   Essential functions are regularly performed without exposure to adverse environmental conditions. This position requires staff call up in an emergency situation. ______________________________________________________________________ The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.      Salary 31605.00