Administrative Assistant I
About The Position
Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to an administrator or an official. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials; or performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks. At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and external activities of the organization or program, respond to routine inquiries in both written and oral form, perform routine fiscal duties, and complete routine customer service requests from internal and external customers.
Requirements
- Knowledge of spelling, punctuation, and business English
- Knowledge of business mathematics
- Knowledge of modern office methods and procedures
- Knowledge of the maintenance of complex records
- Knowledge of the major policies and procedures governing assigned programs
- Ability to maintain effective working relationships with others
- Ability to handle confidential work
- Ability to interpret and handle routine matters in accordance with agency policy
- Ability to follow oral and written instructions
- Ability to speak and write clearly and concisely in order to be understood by others virtually, over the phone, in person and in writing
- A Bachelor’s degree or an Associate’s degree with a minimum of two years of technical clerical office work
- Working knowledge of Microsoft Word and Excel
- Must pass a rigid character background investigation, polygraph examination, and a drug screen
Nice To Haves
- Preference given to applicants with degrees and experience in technical office work
Responsibilities
- Assist the Registrations Administration Programs Officer with Registrations
- Prepare correspondence, develop, file and maintain registration files
- Receive registration phone calls and answer questions regarding registration matters
- Open registration mail
- Review applications for accuracy
- Put payment information to the registration applications
- Enter registration information into the registration database
- Scan documents and attach to registration records
- Act as the primary back-up for front desk customer service
- Perform other miscellaneous clerical duties as may be assigned by the Registration Officer
- Participate in projects as team member or team leader
- Develop and implement special procedures
- Initiate correspondence requiring knowledge of agency or program procedures and policies
- Develop and maintain confidential or complex files
- Interpret and advise internal and external customers on departmental or program rules, regulations, and laws
- Administer, prepare, or oversee administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties
- Represent agency, supervising official, or program area at meetings, conferences, or civic organizations
- Coordinate activities with internal and external customers
- Establish educational and/or training programs
- Interview callers, arrange appointments, and perform other office tasks and duties
- Utilize advanced technological equipment and data processing equipment to provide requested information to internal and external customers; review coded and uncoded source documents; edit documents and reports; examine and verify reports and other documents for completeness, adequacy, and conformity to established requirements, and resolve discrepancies and refer complex discrepancies to appropriate staff
- Train or mentor other staff
- Supervise subordinate staff, including supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties
Benefits
- Selected Applicants must pass a rigid character background investigation, polygraph examination, and a drug screen.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
