Administrative Staff Assistant II (Part-time 25 hours/week)

Town of Greenwich • Greenwich, CT

4d • Onsite

About The Position

Under limited supervision, performs responsible clerical and administrative work involving diverse office and detailed customer service tasks. This role utilizes industry-specific procedures and systems for data acquisition, entry, and retrieval. The position requires independent judgment within a delegated scope and may involve overseeing volunteers or temporary workers, and occasionally supervising subordinate personnel. This recruitment is for a current vacancy at Central Middle School, as well as future vacancies.

Requirements

• Graduation from High School plus three (3) years related clerical experience.
• At least one (1) year of experience in a fast-paced, customer service, computerized environment.
• Ability to operate a motor vehicle (for some assignments).
• Considerable knowledge of business practices and procedures, business English including general office terminology and business financial transactions.
• Working knowledge of division policies, procedures, and regulations.
• Skilled in the operation of a personal computer and related computer software; proficient in the Microsoft Office Suite.
• Ability to communicate effectively, dealing tactfully and courteously with officials, professionals and the public.
• Ability to establish and maintain harmonious working relationships with superiors, peers and subordinates.
• Ability to compose correspondence, maintain complex clerical records, prepare reports from records and format statistical reports for presentation.
• Ability to make simple to moderately complex computations, maintain financial records and prepare financial reports.
• Ability to make routine decisions in accordance with laws, ordinances, regulations and departmental policies and procedures and to maintain confidential information.
• Ability to multi-task and to perform a variety of functions in a fast-paced environment.
• Ability to handle routine office administration and oversee work of others as assigned.
• Ability to work independently with minimal supervision.
• Ability to operate standard office equipment and to learn industry-specific software as required by the division.
• Willingness to accept monetary responsibility.
• Pass/Fail Computer Skills Test (Basic Word and Basic Excel).

Nice To Haves

• May be required to oversee volunteers or temporary workers.
• May supervise subordinate personnel on occasion.
• May coordinate the training and cross training of office personnel.
• May schedule and oversee work of subordinates; coordinating back-up personnel, monitoring daily time sheets and monthly absentee reports as assigned.
• May serve as notary public.

Responsibilities

• Performs a variety of moderately complex clerical administrative work responding to and directing telephone calls.
• Receiving, preparing, recording and correcting routine information and correspondence.
• Arranging meetings and scheduling appointments.
• Maintains a variety of records, manual and electronic indices, and routine and confidential files.
• Provides customer service in person and via phone responding to inquiries or complaints in accordance with established departmental procedures and policies.
• Assists the public, students, parents or employees by providing accurate information, assisting with forms or statements, resolving problems and providing follow up or referral as needed.
• Maintains and updates policies, regulations and guidelines.
• Prepares and processes general correspondence, and other documents such as certificates, deeds, etc. in accordance with departmental rules, policies and regulations.
• Compiles narratives and reports, coordinates activities and organizes schedules.
• Performs routine and complex data entry, reviewing data for accuracy, checking calculations, preparing and reviewing spreadsheets and reports.
• Produces documents, in rough draft or final copy as well as forms and templates from draft materials using various computer programs.
• Makes revisions as requested by originator; proofreads documents.
• Monitors and maintains detailed records, conducting research, updating and correcting records and reporting changes as necessary.
• Prepares and types necessary information for records.
• Collects and handles cash related to department or division transactions.
• May coordinate the training and cross training of office personnel.
• May schedule and oversee work of subordinates; coordinating back-up personnel, monitoring daily time sheets and monthly absentee reports as assigned.
• Performs related work as required.
• May serve as notary public.

Benefits

• Pre-employment medical examination, which includes a substance abuse test that includes testing for THC (the psychoactive ingredient in marijuana), given at the Town's expense prior to employment if conditionally offered a part time, full time or safety sensitive position.
• Background investigations for all full and part time positions prior to hiring as part of the reference checking procedures for outside candidates.

What This Job Offers

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