Administrative Assistant II ptnb

REPORTS TO: Assigned Administrative Staff

FLSA STATUS: Non-Exempt

CLASSIFICATION: Non-Merit Serves at the discretion of the Manger.

PAY GRADE: 110

SAFETY SENSITIVE: No

Purpose of Job

The purpose of this job is to assist staff by providing general clerical administrative and organizational support for the Managers Office Department. Duties and responsibilities include but are not limited to answering the telephone scheduling appointments composing letters greeting the public maintaining files and performing additional tasks as assigned.

Job Related Requirements

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation responsible for the safety readiness and operation of the vehicle and must abide by ACCs safe driving policy.

High school diploma or equivalent with two years of secretarial governmental bookkeeping accounting computer applications and training or related experience required; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this job.

Must possess a valid drivers license.

Associates degree in business secretarial science or related discipline preferred.

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Answers telephones and greets visitors; provides information to the general public; relays messages to appropriate personnel.

Types files and maintains office documents and interdepartmental correspondence.

Researches and compiles data and completes assigned reports including the monthly Snapshot report.

Operates office equipment including computer telephone and copier.

Prepares organizes and maintains files; checks files for completeness and updates files as needed.

Scans documents into computer and files appropriately in electronic files.

Assists with coordinating calendar activities for Managers Office staff to include planning/scheduling appointments meetings interviews etc.; updates on a regular basis; contacts parties involved as appropriate.

Prepares agendas and minutes of meetings as requested.

Assists in reviewing agenda reports for typos or formatting errors.

Assists with printing agenda reports and related attachments to provide to the Clerk of Commission in advance of Mayor and Commission meetings.

Assists with preparing budget transfer requests purchase requisitions and authorizations for payment of invoices; prepares processes and completes purchase orders; prepares and reconciles PCard purchases; maintains records.

Assists with coordinating travel arrangements accommodations or other travel-related plans; prepares travel advances and reimbursement requests.

May attend meetings record and transcribe minutes and distribute as appropriate.

Performs other related duties as required.

Knowledge Skills and Abilities

Knowledge of the policies procedures and activities of the department as they pertain to the performance of duties relating to the position of Administrative Assistant I.

Knowledge of the terminology used within the department.

Knowledge of procedures and methods as required in the performance of duties.

Ability to compile organize prepare and maintain an assortment of records reports and information in an effective manner and according to departmental and/or governmental regulations.

Ability to communicate effectively with supervisors other staff members and the general public.

Ability to communicate effectively both orally and in writing.

Ability to use independent judgement in routine and non-routine situations.

Ability to handle the required mathematical calculations.

Ability to operate office equipment such as a telephone computer copier.

Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.

Ability to utilize word-processing and database software.

Ability to plan organize and/or prioritize daily assignments and work activities.

Ability to comprehend and apply the regulations and procedures of the department.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a telephone copier computer and printer. Must be able to use body members to work move or carry objects or materials. This position requires: walking standing bending stooping pushing pulling lifting fingering grasping feeling seeing talking hearing and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional structural or compositional characteristics (whether similar to or divergent from obvious standards) of data people or things.

INTERPERSONAL COMMUNICATION: Requires the ability to hear speak and/or signal people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.

LANGUAGE ABILITY: Requires the ability to read a variety of reports manuscripts and informational documentation directions instructions and methods and procedures. Requires the ability to prepare various reports correspondence and documentation using prescribed formats and conforming to all rules of punctuation grammar diction and style. Requires the ability to speak to people with poise voice control and confidence.

INTELLIGENCE: Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgments in the absence of management.

VERBAL APTITUDE: Requires the ability to record and deliver information to explain procedures and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative technical or professional languages.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas to add and subtract totals to multiply and divide.

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length width and shape visually with office equipment.

MOTOR COORDINATION: Requires the ability to coordinate hands fingers and eyes accurately in using office equipment. Requires the ability to use the keyboard lift bend push and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as a telephone copier computer and printer. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimum stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.