Administrative Assistant

JobsQuest • Vestavia Hills, AL

14h • $33,654 - $72,259 • Onsite

About The Position

The Merit System is currently accepting applications for Administrative Assistants responsible for a variety of non-routine clerical and support services requiring independent judgment and knowledge of department operations. Administrative Assistants provide more advanced clerical support to departments and perform a moderate level of financial duties compared to Administrative Clerks, such as processing accounts receivable and payable, and performing payroll duties. Employees require substantial knowledge regarding the use of computers to create and exchange correspondence, maintain databases, create graphs, and manage spreadsheets. Incumbents in this position may lead or train employees as lead workers but do not supervise others.

Requirements

• Currently employed in one of the following classes: Administrative Clerk, Medical Clerk, Court Clerk, Stores Clerk, Law Library Assistant, Legal Secretary, Medical Billing Clerk, or Auto Parts Clerk.
• Experience providing customer service to internal and external customers including responding to inquiries, explaining policies and procedures, and resolving issues or complaints.
• Experience performing administrative functions including coordinating schedules, drafting correspondence, producing reports, and maintaining and updating files and records to support professional staff.
• Experience using computer software (e.g., Microsoft Word, excel, outlook, Google Docs) to develop and update written correspondence, reports, memos, and spreadsheets.

Responsibilities

• Provides service to internal and/or external customers.
• Performs various administrative activities by creating and updating files, maintaining documents, and tracking information using various forms and computer systems to maintain records and document organization/department activities.
• Communicates and collaborates with various parties and organizations (e.g., department heads, employees, citizens, board and council members, vendors, etc.) by responding to inquiries, tracking internal and external communications, and drafting correspondence to disseminate and receive information related to department/organization activity.
• Procures and/or manages inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department.
• Prepares and processes invoices by creating and sending billing statements and collecting payments to ensure customers’ balances are paid for services rendered.
• Manages departmental accounts receivable and payable by monitoring expenditures and producing financial reports using financial software to ensure compliance with set financial guidelines and budgets.
• Directs the activities of payroll operations within the department by reviewing, processing, and maintaining payroll record and communicating information related to payroll processes and procedures to ensure that payroll is accurate and properly distributed.
• Acts as a lead worker of peer or support staff by assigning and reviewing work tasks, facilitating training, and providing feedback using policies, procedures, tools, and directives from management in order to ensure tasks are completed in accordance with established requirements.
• Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data, and ensuring expenditures are within annual budgetary limits.
• Manages various projects by establishing project plans, timelines and objectives, coordinating resources and stakeholders, communicating project activities, and overseeing project implementation using standard project management methodologies in order to ensure project completion in accordance with established objectives and goals.
• Engages in activities designed to ensure professional development, awareness of developments in the field, and knowledge of relevant practices, rules, laws, policies, and/or guidelines.

Benefits

• Agencies provide competitive pay and comprehensive benefits packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed