Administrative Assistant I

Kettering, City of • Kettering Government Center, OH

2d • Onsite

About The Position

The City of Kettering’s Police Department is accepting applications for the position of Administrative Assistant I. This is an internal recruitment only, and applicants must be current City of Kettering employees to be eligible to apply. This position is responsible for administrative work, requiring typing, transcribing, dictation, word processing, computer data entry, and other clerical duties. Work may be done under close or general supervision; incumbents are expected to produce products that are accurate in both form and substance. Judgment is exercised in applying prescribed procedures and methods to routine matters. Performs related work as required. You will have the opportunity to: Checks time card, prepare bi-weekly payroll and maintain time and leave records; Compose and type letters, memoranda, emails, records, reports, and other documents as requested; Schedules travel and training as needed; Answers telephone, directs callers to the proper person or office, or gives general or specific departmental information in response to public inquiries; Open, distribute and process mail; Prepares vouchers, requisitions and purchase orders and keeps records of supplies.

Requirements

• Current City of Kettering employees
• Working knowledge of office terminology, procedures, and standard office equipment
• Strong skills in English, grammar, spelling, and business math
• Proficient and accurate in typing
• Capable of using word processing, spreadsheet, database, and other software applications effectively
• Able to understand and follow oral and written instructions
• Communicate clearly and professionally with staff, City officials, and the public
• Maintain confidential information
• Exercise tact, courtesy, and sound judgment in handling administrative matters
• Strong organizational skills
• Attention to detail
• Customer service skills
• Regular and predictable on-site attendance
• Working knowledge of office terminology, procedures and equipment
• At least a high school graduate level of ability in English, grammar, spelling, and business math
• Ability to take and transcribe dictation and type at a reasonable rate of speed
• Proficiency and accuracy in typing
• Excellent computer word processing skills with proficiency in the use of Microsoft Word and other related software programs
• Ability to understand and follow oral and written directions
• Effective interpersonal skills
• Excellent oral and written communication skills, with the ability to work and communicate effectively with staff, City officials and the general public
• Ability to write legibly
• Demonstrate general clerical skills and aptitude
• Mental alertness
• Tact and courtesy
• Completion of a standard high school course, including courses in typing, shorthand/speedwriting, or any combination of experience and training which provides the required knowledge, skills and abilities

Nice To Haves

• Certain positions may require proficiency in shorthand/speedwriting
• May serve as administrative assistant in a department or to a Department Director

Responsibilities

• Checks time card, prepare bi-weekly payroll and maintain time and leave records
• Compose and type letters, memoranda, emails, records, reports, and other documents as requested
• Schedules travel and training as needed
• Answers telephone, directs callers to the proper person or office, or gives general or specific departmental information in response to public inquiries
• Open, distribute and process mail
• Prepares vouchers, requisitions and purchase orders and keeps records of supplies
• Composes and types letters, memoranda, emails, records, reports, and other documents as requested
• Proofreads typewritten materials
• Monitors and enters payroll
• Answers telephone, directs callers to the proper person or office, or gives general or specific departmental information in response to public inquiries
• Opens, distributes and processes mail
• Checks time cards, prepares bi-weekly payroll and maintains time and leave records
• Prepares vouchers, requisitions and purchase orders and keeps records of supplies
• Assists in budget and other financial record preparation and handles petty cash
• Sorts, indexes and files material alphabetically, numerically and/or geographically
• Relays messages and assists in facilitating communication
• Prepares official documents related to the operation of the Department
• Makes decisions on routine administrative matters
• Operates copy machine, facsimile, or other office machines
• Operates computers and terminals
• Uses various computer software spreadsheets, word processing, database and other computer programs
• Remains current in rapidly changing office technology
• Schedules travel and training as needed
• Performs other related duties as required

Benefits

• Medical, Dental, Vision, and Life Insurance
• OPERS Retirement
• Vacation, Personal, and Sick Leave

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED