Admin Assistant

Description: 1. Collects enters processes sorts and tabulates information according to departmental process and procedure. At higher classification levels processes involve a wide range of procedures research decision making and discretion.

2. Answers telephones takes and relays messages and/or receives visitors.

3. Provides general information instruction and assistance regarding programs and services to the public and other employees; answers questions regarding specific departmental procedures and practices; provides information over the telephone and makes appointments.

4. Prepares/compiles letters memoranda reports case histories invoices statements warrants permits charts tables claims tax lists deeds court orders mortgages and marriage license and records reports bills vouchers receipts lists schedules appointments orders notices and statistical data and other documents related to the area assigned.

5. Requests and accepts records and other information from a variety of sources. Inputs and maintains data into various database programs; posts information from various reports and documents to appropriate records. Audits and verifies documents and other records for a variety of purposes to include accuracy legality consistency

6. Operates a variety of office equipment such as computer terminals calculators fax copier information and image management systems copiers sorters viewers and other office machines to enter and retrieve data produce and/or process materials to include correspondence memoranda reports numeric data requisitions tabulations and statements.

7. Maintains manual and computerized alphabetical numerical or subject matter files; sorts and files correspondence bills invoices requisitions demands contracts permits applications work orders purchase orders interoffice memoranda and a wide variety of other documents records and similar media; pulls material from files; purges files as needed or scheduled.

8. Receives and issues receipts for a variety of fees and cash payments to include taxes services payments; balances cash with receipts; deposits and reconciles daily cash collections; maintains records of cash collected; distributes payments to proper code area; estimates and computes payments required to redeem delinquencies.

9. Makes mathematical calculations; assembles tabulates and compares financial and other data; compiles a variety of data to include statements claims reports and payroll data.

10. Schedules appointments and meetings for individuals and groups; notifies attendees and prepares meeting material(s); records meeting results.

11. Allocates funds to correct accounts and reconciles differences; collects distributes and accounts for checks/cash; records and deposits funds.

12. Assists in the training of other staff members as needed.

13. Stores and distributes office supplies; keeps a record of supplies needed received and issued; compares bills and invoices against order sheets or purchases orders and against receiving records; May confer with vendors order a variety of supplies equipment and other items; may log check and record the receipt and delivery of various purchases.

14. Prepares composes types or assembles information into proper form from outlined instructions or established procedures including letters forms records and reports from rough drafts marginal notes or verbal instructions; types bills vouchers receipts lists schedules orders notices and statistical data.

15. Receives sorts and distributes mail.

16. May transcribe a wide variety of dictation; file legal papers with the appropriate agency; maintain records of hearings in files or calendar books; record pleas trials convictions acquittals sentences and dispositions of cases in accordance with departmental policies and procedures.