Administrative Assistant (1000 Hour)

Matanuska-Susitna Borough•Central Mat-Su Fire Service Areas, AK

About The Position

This position provides administrative and customer service support for assigned Borough operations. Work is performed in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness, and Teamwork. The position may be assigned duties across areas such as accounts receivable, scheduling, correspondence, customer service, data entry, mail, meetings, phones, invoices and billing, records, supplies, tracking, travel, website updates, and work-unit liaison.

Requirements

High school diploma or equivalent.
Three years of experience in a similar position, sufficient to understand the major duties of the position.
Possess a valid Alaska driver's license for the type of vehicle or equipment operated.
If assigned driving duties or responsibilities, be at least 19 years old and have one year of driving experience.
If assigned to the Clerk's Office, possess or be able to readily obtain voter registration in the Borough.
If required for the assigned area, possess or be able to obtain an Alaska Notary Public Commission within six months.
Successfully pass a pre-employment background check.

Nice To Haves

Experience directly related to the work performed in the assigned area.
Relevant experience in professional written and oral communication; internal and external customer service; database management; filing and scheduling; records management; time management; critical thinking and problem-solving; event management; timeline and procedural accuracy; and anticipating needs and answering questions independently.

Responsibilities

Collect fees, prepare bank deposits, and balance monies.
Maintain appointment and event calendars.
Create, compose, edit, produce, and distribute correspondence, reports, meeting minutes, and other materials; organize content and review materials for formatting, grammar, and typographical accuracy.
Manage customer situations, respond to customer needs and service requests, solicit feedback, and meet commitments.
Enter, retrieve, verify, and correct information in computer database systems.
Open and sort incoming mail, attach related materials when appropriate, and independently prepare some replies.
Compile and present materials for work-unit, board, committee, or commission meetings; prepare agendas and packets; record and prepare minutes; and act as secretary for internal meetings.
Screen telephone and in-person callers, handle inquiries independently when appropriate, refer other matters, and maintain appointment calendars.
Prepare and process invoices, documents, purchase orders, contracts, and bills for payment; prepare purchasing requests; code authorizations and invoices; prepare cost-recovery and service bills; and process reimbursement claims.
Maintain and update internal budget-tracking data, including budgeted amounts and costs to date.
Establish and maintain files, records, and other information sources; track recurring requirements; and review records and documents to respond to public-record requests. May serve as Record Coordinator for a work unit or division.
Monitor and maintain departmental supplies and equipment, prepare related requisitions and disbursement forms, receive materials, and match purchase orders with shipments.
Gather, record, adjust, verify, and compile information from source documents and compute numerical data.
Arrange and coordinate travel schedules and reservations for meetings, training, and travel away from the main work site.
May design and update the work-unit or division webpage.
Serve as a liaison with contacts inside and outside the organization, obtaining and disseminating information and conveying directions to work-unit staff.
Perform related work as required.