Administrative Assistant Iii

Job Announcement

Provides day to day administrative support for facilities and emergency management areas within the logistics program. Accurately enters data and information into appropriate databases and spreadsheets. Receives, submits, tracks, and follows-up on facility work orders. Escorts and monitors vendors performing basic facility functions. Prepares a variety of documents for routing and approval. Orders, inventories, receives, delivers, and shelves routine supplies. Responds to general inquiries from staff about facilities and emergency management. Maintains files. Copies and compiles documents and other materials.

Note: The assigned functional areas of this position are general office administration, office management, and/or customer service.

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)
General Financial Duties
Uses spreadsheets or databases to organize information and produce standard reports;
Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;
May approve some disbursement forms;
Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;
Explains fiscal rules and procedures to employees to ensure uniform application.
Fiscal Administration
Sets up accounts through corporate systems;
Reconciles ledgers;
Prepares status reports;
Gathers data for use by others in preparing budget;
Prepares transfer vouchers and interfund billing;
Monitors external accounts for discrepancies.
Accounting
Prepares wide variety of accounting forms;
Reconciles daily receipts or accounts receivable/payable;
Identifies discrepancies and makes corrections;
Collects required documents;
Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.
Purchasing
Verifies requests for goods and services against county contracts and funding sources;
Orders goods or services and follows up/resolves discrepancies and ensures delivery;
Authorizes requests for goods and services in corporate systems;
Ensures appropriate routing and approval of purchase requests.
Scheduling & Coordinating for Others
Maintains calendar(s);
Schedules meetings;
Makes and cancels appointments;
Schedules rooms for classes, meetings, conferences, etc.;
Coordinates audiovisual, training equipment, refreshment requests;
Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.
Communication
Composes routine correspondence on behalf of the executive/work unit head.
Office Management
Provides administrative support and implements procedures;
May supervise others;
Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
Trains and orients new employees;
Provides and explains relevant policies and procedures.
General Administrative
Composes routine correspondence on behalf of the executive/work unit head.
Receptionist/Public Contact
Schedule appointments;
Explains departmental policy/procedure but does not interpret them;
Responds to inquiries that require referencing a variety of sources and utilizing
knowledge of the department/county operations.
Word Processing/Typing
Keys/types complex documents (e.g., technical);
Proofs spelling and grammar;
Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
Compiles reports from edited drafts;
Uses macros and templates developed by others.
Information Systems/Software
Performs data entry with some knowledge of department/work unit/program;
Manipulates screens for additional entries;
Generates routine reports;
Creates simple spreadsheets;
Maintains databases.
Reports
Compiles routine factual/numerical reports using readily available information.
Payroll
Processes pay adjustments;
Transmits on-line T&As;
Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;
Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);
Trains new employees on how to do on-line time.
Personnel
Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);
Provides basic new employee benefits information;
Explains routine personnel policies and procedures;
Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;
Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
Significant nonstandard skill/knowledge is required involving production of an end product such as a report.
Word Processing/Typing
Basic skills in the use of Microsoft Word.
Math Skills
Basic math skills.
PC Skills
Basic skills in the use of applicable Microsoft Office Suite software.
Communication
Ability to write simple documents.
Information Abilities
Ability to process and integrate complex data.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.
Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least three functions (e.g., create shells, accounts payable processing).
Personnel and Payroll
Ability to perform routineHuman Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).
Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
Valid driver's license.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a driving record check, and a Child Protective Services Registry check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Ability to exercise good judgment and critical thinking skills.
• Experience gathering and analyzing data.
• Excellent oral and written communication and interpersonal skills.
• Strong organizational skills and attention to detail.
• Intermediate proficiency using Microsoft Office Suite (Word, Excel) and other software applications.
• Ability to work independently and in a team environment.
• Basic knowledge of facility operations.
• Experience inputting and maintaining accurate inventory of items through an inventory management system.