Administrative Assistant, Bilingual

• Greets and assists visitors; answers and screens phone calls. Routes visitors and callers to the appropriate party. Communicates in Spanish and translates as needed.
• Handles and routes mail depending on assigned department may arrange appointments meetings and/or conferences for director(s) or others in the department.
• Handles routine requests for information procedural guidelines or assistance over the telephone or in person. Gives information to other divisions and the public requiring knowledge of departmental rules regulations and procedures. May assist in resolving administrative problems as assigned.
• Maintain polite and professional communication via phone email and all other forms of correspondence.
• Uses computers and/or other standard office equipment to generate items such as but not limited to correspondence reports spreadsheets presentations and/or other documents required to provide administrative support and efficient operation of the office.
• Uses computers to compile and/or perform data entry. Retrieves data to produce reports perform audits and/or to conduct research.
• Creates and/or maintains electronic and/or paper records and files according to established procedures. Searches files for information. May maintain less complex accounting financial and cost records where no technical knowledge is required. May handle personnel records.
• Depending on assigned department may handle financial and purchasing functions payroll functions and expenditure functions.
• Depending on assigned department prepares payroll vouchers requisitions and purchase orders. Performs routine posting to ledgers account books or other records. Assists in or maintains inventory and orders supplies.
• Depending on assigned department may assist in planning preparing and coordinating the preparation of capital and operating budgets including analysis of budget requests.
• Depending on assigned department may arrange and schedule preparations for meetings of a Board or Commission and may act as recording secretary.
• Performs related work as required.

• Graduation from a high school which may be supplemented by college level courses relevant to the job duties performed by this position.
• At least 2 years of experience with administrative work such as described in the duties of this position.
• Knowledge of Spanish and English language broad enough for ready conversation of each language to the other with ability to convey accurately the intended meaning of the spoken word or sentence.

• Considerable knowledge of modern office systems practices and procedures.
• Computer literacy skills including knowledge of Microsoft Office Suite programs primarily MSWord MSExcel and Outlook.
• Considerable knowledge of business English spelling and arithmetic.
• Ability to maintain record systems and to assemble and prepare reports from such records;
• Ability to effectively express ideas orally and in writing as well as to understand and follow oral and written instructions.
• Ability to communicate effectively in both English and in Spanish.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to research assimilate data and present findings orally and in readable narrative form when necessary.
• Ability to be professional polite attentive and accurate.
• Ability to be organized manage time to meet deadlines anticipate needs be detail oriented and resourceful.

• Ability to communicate effectively in both English and in Spanish orally and in writing and translate between the two.

Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate within their submission that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.

It is critical that you complete the application thoroughly as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. Your application and resume should indicate that you meet the minimum requirements as listed. This information may be used to determine the eligibility list. As such this job announcement should be considered the exam announcement and submissions may be evaluated prior to the posted closing date.

Information regarding the employment and selection process can be found HERE.