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About the Role
GENERAL SUMMARY
Provides routine clerical and administrative support to the daily operations of assigned division and performs a variety of routine fiscal and administrative tasks for staff and management personnel in assigned area of responsibility.
ESSENTIAL DUTIES & RESPONSIBILITIES
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.
Provides administrative assistance to staff by preparing documents, scheduling meetings, and screening clients and phone calls.
Maintains appointment calendars. Prepares travel documents, employee travel reimbursement requests and conference registrations.
Provides service to internal and external customers by answering inquiries, resolving complaints or directing caller to appropriate department or personnel.
Evaluates and reviews customer applications, documents, files and records to determine eligibility or status for various services.
Maintains records and application data.
Provides administrative support by verifying costs for various budget items, gathering data and entering data into systems for the annual budget.
Ensuring financial/budget practices adherence to department budget and budget guidelines.
Receives and applies payments and fees.
Compiles fiscal, statistical and related program reports.
Calculates financial data, balances books, updates account and provides program expenditures and available balances.
Updates and inputs records and documents and maintains files.
Prepares and processes payroll and personnel transactions for an assigned area.
Assists the section/division and Human Resources for hiring or other issues.
Processes requisitions and purchases materials and supplies to maintain inventory.
Works with various vendors in regard to quotes, billing issues, credits and invoices.
Participates in special projects, providing input as needed.
Renews department licenses, certificates, permits and other required documentation.
Attends, records, and composes minutes of various commissions and board meetings.
Provides staff support to an assigned department. Serves as back up for various staff positions as needed.
Performs other duties as required.
Adheres to assigned work schedule as outlined in the departmental guidelines.
SKILLS AND EXPERIENCE
Telephone etiquette.
Microsoft Office Suite.
Multi-tasking.
Grammar and proofreading.
Organization.
Time management.
Communicate clearly and effectively, both orally and in writing.
Interpret and explain department policies and procedures.
Type or word process at a speed necessary for successful job performance.
Work independently in absence of supervision.
Respond to citizen inquiries politely.
Operate and use modern office equipment.
Perform routine mathematical calculations.
Understand and carry out oral and written directions.
Establish and maintain effective working relationships.
Maintain confidentiality.
MINIMUM JOB REQUIREMENTS
Associate Degree from an accredited college with major course work in Business, Business Administration, Finance, Public Administration, Office Administration, or related field and two
years of clerical and administrative experience.