Office Administrator Assistant Dispatcher

Pac-Tac Protective Solutions•St. Helens, OR

2d•$16 - $22

About The Position

The Administrative Assistant provides a wide variety of secretarial, technical, or minor administrative related tasks in support of an agency program or operation. In addition to a general knowledge of agency operations, the work performed requires knowledge specific to at least one agency program or operation. Work consists of a variety of duties which differ in nature and sequence because of the particular characteristics of each transaction, case, or assignment. Numerous guides, instructions, regulations, manuals, precedents, etc., are applied in carrying out assignments. Guidelines and precedents are less detailed and explicit. Judgement is required in analyzing situations and making decisions on selecting the most appropriate course of action within the established procedures.

Requirements

General knowledge of proper grammar, punctuation, spelling, capitalization, and sentence structure.
General knowledge of arithmetic (addition, subtraction, multiplication, fractions, decimals, and division).
Skill in performing a variety of clerical functions at a technical or secretarial support level in an office.
Skill in communicating orally and in writing with a variety of people answering questions and gathering and exchanging information.
Skill in organizing work efficiently and exercising independent judgment in making appropriate decisions concerning work methods.
Skill in applying specific, well defined rules, regulations, policies, and procedures to work performed.
Skill in typing (proficiency levels will be based on individual position requirements).
Skill in operating typical office equipment such as calculator, photocopier, dictation equipment, microfiche, etc. (specific equipment skills will be based on individual position requirements).
Ability to learn and work within specific agency operations, policies and procedures affecting assigned work.
Ability to review technical forms or information for compliance with established criteria.
Ability to gather and organize information or data and prepare reports.
Ability to maintain confidentiality of agency records.
Skill in operating a computer terminal or microcomputer to enter, update, correct, and retrieve information.
Skill in taking shorthand (proficiency levels will be based on individual position requirements).

Responsibilities

Serves as secretary to a supervisor or team
Types a variety of correspondence, reports, memos, or other information from machine or voice dictation rough draft or general instructions
Composes and types correspondence, reports, memos and other documents
May have authority to sign documents and/or correspondence on behalf of supervisor
Receives telephone and personal callers
Screens calls which can be handled by the supervisor's subordinates, or other offices
Makes referrals as appropriate
Answers questions not requiring research or technical knowledge
Receives and reviews incoming mail and requests for information
Determines mail needing further research
Gathers and assembles necessary information and submits to administrative superiors
Responds to items not requiring supervisory review or resolution
Maintains control records of information received, routed, assigned, or dispersed
Initiates follow-up letters or memos
Organizes and maintains filing systems
Maintains supervisor's calendar and schedules appointments and conferences
Assures that supervisor is fully briefed on matters to be considered before scheduled meetings
Makes travel arrangements, arranges schedules of visits, makes reservations, notifies organizations, or officials to be visited
Completes travel vouchers, expense claims, and reports
Maintains attendance and other personnel and payroll records for work unit
Keeps logs and statistics related to program or operation
Takes minutes at meetings
Performs budget related activities manually or by using a computer
Participates in preparing budget projections for the biennium for personal services, services and supplies, and program budgets
Monitors expenditures and compiles monthly status reports
Reports deviations to supervisor
Develops and revises office procedures
Coordinates work on assigned projects
Reviews applications, forms, or other documents for compliance with established criteria
Ensures that all necessary documentation is provided and is complete: issues permits/licenses or denies applications based upon review
Issues authorized payments for services
Determines and takes appropriate corrective action
Reconstructs account transactions showing charges, payments and adjustments
Determines and initiates action within established policies and procedures to resolve problems with records, billings, payments, or charges
Collects and compiles data requiring specialized program knowledge as well as judgment in selecting from a variety of reports, computer printouts, logs, etc.
Makes presentations to staff, students, and clients to provide information regarding new and/or changes to policies and procedures of the work unit
Reviews materials for proper completion and accuracy against manual and computer-generated reports, making corrections where needed
Directly input information into computerized system or codes for input by others
Responds to inquiries about specific agency/program information and services or directs inquiries as necessary
Explains and clarifies rules, processes, and procedures to clientele
Provides information about services available
Receives incoming calls and routes calls to appropriate staff