Administrative Assistant I

County of Kauai

About The Position

Performs the full range of administrative support functions for top-level management and County departments or provides a variety of difficult and responsible administrative services for an executive in the Office of the Mayor; and performs other related duties as required. Level I: Provides administrative services within the functional area assigned to a top-level manager or executive.

Requirements

A combination of education and experience substantially equivalent to graduation from high school; and three and one half (3 ½) years of substantive clerical and secretarial work experience.
Progressively responsible typing, and/or substantive clerical work which demonstrated possession of knowledge in the use of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, several of the following: serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling punctuation and typographical errors; maintaining a log of pending work; etc.; use computers and software applications (e.g., word processing, spreadsheet, databases, etc.); providing personal assistance to an administrator or executive by attending to the administrative details of an office; having an overall awareness of the activities and administrative framework of a program/organization; and ability to exercise sound judgment in office administrative matters.

Responsibilities

Organizes and coordinates matters that require top-level or executive attention
Provides administrative support to higher level management on special projects, involving gathering and compiling information or data of a special nature
Coordinates and tracks assignments delegated to staff and other departments/agencies and monitors progress
Searches files and assembles background materials and information for executive action or decision
Prepares and maintains spreadsheets and produces reports on technical information
Summarizes and briefs materials
Provides information to the public or others based upon the knowledge of departmental functions, organization, regulations and the top-level manager or executive’s thinking and attitude
Assists in the preparation of the annual budget
Prepares letters, reports, and other materials
Provides staff support to committees and task forces, and may take, prepare and distribute minutes of official meetings or conferences
Screens and reviews incoming mail and answers routine correspondence
Composes letters, memoranda, or reports from general, oral, and written instructions
Screens callers and visitors
Responds to inquiries and routine correspondence
Receives and handles complaints or inquires and refers them to the appropriate individuals for resolution
Makes appointments for top-level managers or executives
Makes confidential contacts
Arranges dates, times, and places for meetings and notifies those who are to attend
Answers the telephone and routes calls or relays messages
Maintains files of confidential correspondence, reports, minutes, and other materials
Provides administrative support tasks for other staff members
Assists with the development and implementation of special projects as needed
May liaise with community members and public officials in support of programs
May supervise and assign the work of subordinates
May keep records of expenditures
Performs other related duties as required