Part Time Seasonal Administrative Assistant
CLASS TITLE: Administrative Assistant
LA PLATA COUNTY - Building Department
Part Time Seasonal Administrative Assistant:
Provides support to the Building dept staff by answering phones, scheduling daily inspections, data entry, scanning & filing as needed. Strong computer, oral & written communication skills required. Part Time 25 hours/week for aprroximately 6 months. $20/hour. Application deadline 4 pm 6/23/22. We are an Equal Opportunity Employer.
JOB SUMMARY: Under general supervision, to provides paraprofessional-level administrative, operational and procedural support to County departments and agencies; assists with the implementation of a variety of programs and projects; develops various reports by researching and gathering information, statistics, etc.; maintains departmental data and files; composes and sends correspondence to customers, employees, etc.; and provides other administrative support to staff members. May perform or serve as backup for the receptionist functions.
ESSENTIAL JOB FUNCTIONS: Essential functions may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. Reasonable accommodations, as defined under the American with Disabilities Act, will be made when possible. Interviews, screens, greets visitors and the general public; answers, screens and/or routes incoming telephone calls; provides customer service and support; responds to inquiries and directs individuals to the appropriate area or assists them with information on departmental services and functions. Formats and types letters, memos, charts, labels, reports, or other correspondence; composes correspondence in accordance with standard policies; answers various inquiries; explains policies and procedures; conducts phone inquiries; processes routine matters independently. Retrieves, opens, stamps, sorts, and distributes incoming mail; prepares and processes outgoing mail, mass mailings, etc.; determines appropriate routing for correspondence; receives and distributes faxes and email; and checks voice mail. Creates and maintains filing systems; cross-indexes and files documents and correspondence. Prepares routine and non-routine reports utilizing a variety of software; receives, sorts, and summarizes material for the preparation of daily, monthly and annual reports; prepares work reports; prints various reports; relays administrative decisions, policies and instructions. Maintains routine financial records; oversees department purchasing, accounts payable and accounts receivable processes including: ordering supplies to maintain sufficient inventory for division or department use; receiving and reconciling shipments with purchase orders; preparing invoices for payment; posting charges; posting and processing checks; monitoring accounts; collecting fees; preparing deposits; and maintaining petty cash. Catalogues, maintains and coordinates department or division information, brochures, informational forms, training materials, applications, mailing lists, calendars, etc., related to department or division events, activities and schedules; mails information, as requested. Coordinates payroll processes, including: receiving payroll time sheets; researching missing time sheets; verifying signatures and account distribution of hours; forwarding to Finance; distributing payroll checks and related information to employees; and maintaining related files. Coordinates and schedules appointments, meetings, or reservations at the request of staff; makes travel arrangements and reservations for staff and guests. Takes, transcribes and/or distributes statements, reports, minutes, interrogations and notes from a variety of sources. Coordinates permits and other application processes, including: reviewing and processing permits/applications; entering information into computer system; issuing permits; receiving and receipting fees; managing permit record system; researching permits; and assisting customers with questions. Prepares and laminates identification cards/badges; photographs and fingerprints individuals, as required. Disseminates a variety of information and/or reports to various agencies, division, or departments. Reports administrative and/or operational problems to supervisor. May serve as backup for other positions within the department. Performs other related duties as assigned. Regular and predictable attendance is required.
MATERIAL AND EQUIPMENT USED: General Office Equipment Computer Postage Machine Scanner Two-Way Radio Shredder Switchboard Fuel System Copier Document Binding Machine Transcription Equipment
MINIMUM QUALIFICATIONS REQUIRED: Education and Experience: High school diploma or GED; and, Two to three years of progressively responsible related experience; or, Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Licenses and Certifications: Valid Driver’s License Ability to achieve NCIC/CCIC Operator Certification (depending on assignment) Notary Public (depending on assignment)
KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of: General office procedures, policies and practices, as well as basic knowledge of computer and other general office equipment. Correct English usage, including spelling, grammar, punctuation, and vocabulary. Office administrative and secretarial practices and procedures, such as business letter writing. Record keeping, report preparation, filing methods and records management techniques. Customer service techniques and public relations practices including building networks, presenting professional image and developing positive work relationships. All computer applications and hardware related to the work. Skill in: Preparing clear and concise reports, correspondence and other written materials. Using tact, discretion, initiative and independent judgment within established guidelines. Using a computer to accurately and rapidly enter and retrieve data and information. Organizing work, setting priorities, meeting critical deadlines and following up assignments with a minimum of direction. Researching, compiling, and summarizing a variety of informational and statistical data and materials. Taking and transcribing notes. Communicating orally and in writing with internal staff, citizens, and other departmental staff in order to give and receive information in a courteous manner. Operating and routine maintenance of general office machines such as copiers, facsimile machines, telephone systems, and two-way radio base stations. Ability to: Ability to read and interpret documents such as safety rules, operation and maintenance instructions, procedure manuals, and so forth. Ability to understand and carry out written and oral instructions, giving close attention to detail and accuracy. Ability to rapidly and accurately take and transcribe oral or tape dictation through the use of speed writing, shorthand, or dictating equipment (at the discretion of the supervisor). Ability to establish and maintain effective working relationships with a variety of individuals. Ability to make decisions in accordance with rules, regulations and procedures. Ability to draft and type correspondence. Ability to add, subtract, multiply and divide whole numbers, common fractions and decimals. Ability to deal with problems involving several concrete variables in standardized situations. Working Conditions and Physical Demands: Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust. The incumbent's working conditions are moderately quiet. Primary functions require sufficient physical ability and mobility to work in an office and setting; to stand or sit for prolonged periods of time, to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to speak and hear; to travel to other locations using various modes of private and commercial transportation; to verbally communicate to exchange information. While performing the essential functions of this job the employee is occasionally required to lift and/or move up to 25 pounds.