The primary function of this assignment will be:
Providing reception duties and database entries for Accessible Services Department.
Brief Description:
The purpose of this position is to provide a variety of complex administrative and office support tasks. This is accomplished by tracking, recording and reporting information, preparing documents and correspondence, coordinating schedules and meetings, maintaining records, providing payroll, supply and materials support, and completing related administrative duties.
In addition, the candidate should have:
Basic word processing, spreadsheet, presentation and database software
Able to work independently and attention to detail.
The minimum qualifications are:
Work requires the knowledge and ability to read and understand written instructions, basic operational, technical or office processes, and the routine operation of machines.
Level of knowledge is equivalent to four (4) years of high school or equivalent.
A minimum of one (1) year of general office or administrative support experience.
Essential Functions:
Provides clerical support by preparing, proofreading, editing, revising and formatting correspondence and documents, reviewing, scanning, identifying, indexing, and filing documents; generates standard responses verbally, in writing, or electronically to requests for information; collecting, copying, sorting, and distributing mail, documents received from other departments, and other correspondence, and proofing, copying, and distributing time sensitive documents to appropriate staff.
Prepares reports by entering, tracking, recording, and reporting data into automated database system; keeps status reports on information and records; tracks and reports on special information as needed; and utilizes application programs to chart and display recorded information for inclusion in reports.
Coordinates and maintains departmental records by developing and monitoring methods to ensure efficient filing, storage, and retrieval of records, and ensuring confidentiality of relevant records.
Coordinates travel plans, special events and meetings by making appropriate reservations, ordering supplies, and completing check requests and/or expense reports. Prepare information meeting packets, agendas, etc.; attend various meetings taking minutes or notes; distribute meeting agendas, minutes, etc.
Prepares payroll by entering timesheet data, making appropriate schedule changes, and sending appropriate documentation to Payroll department.
JOB REQUIREMENTS:
Description of Minimum Job Requirements-
Formal Education: Work requires the knowledge and ability to read and understand written instructions, basic operational, technical or office processes, and the routine operation of machines. Level of knowledge is equivalent to four (4) years of high school or equivalent. Additional directly related experience beyond the minimum requirement may substitute for the required education based on the ratio of one and a half (1.5) years of experience for each (1) year of education.
Experience: A minimum of one (1) year of general office or administrative support experience.
Human Collaboration Skills: Work requires regular interaction involving exchange and receipt of information.
Technical Skills- Basic : Work requires the use of standard technical skills appropriate to the work environment of the organization.
Certification & Other Requirements: Typing Certificate verifying minimum typing speed of 50 net words per minute.
Knowledge
Record keeping and filing methods.
Methods and techniques of filing, tracking, recording, and presenting statistical data.
Practical application of computers and peripheral equipment.
English grammar, punctuation, spelling, and usage.
Standard office machine usage.
General methods of tactful public communication.
Skills
Intermediate word processing, spreadsheet, presentation and database software
Specialized software related to functional area.
Abilities
Prioritize conflicting workload requirements.
Handle all internal and external contacts with courtesy, diplomacy, and tact
Read and interpret District policies.
Write reports, business correspondence, and procedure manuals.
Effectively present information and respond to questions from groups, managers, customers, and the general public.
Work well with others.
Deal with difficult people and situations.
Learn District and departmental operating policies, procedures, systems and methods.
Organize information clearly and precisely.
Take accurate notes and minutes for written meeting summaries.
Extract statistics and written information from reports and transfer to other documents.
Comprehend information technology system processes related to department and job.
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