Clerical (Part-time) (DDI)

Job Overview

This is clerical and administrative support work performed in central office. An employee in this class performs routine to varied office operations requiring general office skills. The Administrative Assistant I is responsible for the efficient clerical operation of the office and for providing clerical services to staff. The employee composes correspondence on routine matters for the supervisors signature prepares written correspondence from rough notes and compiles and maintains information and data. Positions at this level serve a department within a larger department. Assignments are generally limited in scope contain fairly routine tasks and are performed within a procedural framework established by a higher-level employee.

Roles and Responsibilities

The following information is intended to describe the overall nature and scope of the work being performed in relation to the position. This is not a comprehensive listing of all responsibilities or tasks; other work may be assigned when deemed appropriate:

• Responds to request for information made from the general public staff and or other interested parties.
• Answers routine questions; directs callers/visitors to appropriate location or staff member.
• Prepares a variety of routine correspondence logs paperwork forms and or other related information to ensure accuracy and completeness.
• Receives sorts and distributes a variety of correspondence deliveries and mail.
• Files electronic and hard copy documents alphabetically numerically or by other prescribed methods established with filing systems.
• Makes copies and or sends documents electronically by fax or via mailing.
• Reviews and maintains calendars for the supervisor and schedules appointments and or meetings.
• Assists with the organization and preparation of meeting space.
• Prepares information for inclusion in special reports and summaries frequently checking against a variety of records in order to ensure complete and accurate information.
• Operates PC word processing programs producing correspondence bulletins technical and non-technical material letters memos and reports; may operate other software programs.
• Maintains office files and records for information regarding administrative procedures and policies regulations personnel organization and reports relative to the departments activities

Qualifications

Below are the minimum qualifications for this job. Equivalent combinations of education and experience are also acceptable.

Education
High school diploma or GED

Experience

• Experience in accounting auditing and/or administrative support
• Experience with a complex financial system such as Oracle

Licenses and Certifications

N/A

Knowledge Skills and Abilities

• High School Diploma or GED required
• Working knowledge of general English vocabulary spelling and arithmetic; working knowledge of modern office equipment practices and procedures
• Ability to compose routine memoranda and letters from general instruction; maintain clerical records and prepare routine reports from such records
• Ability to operate a computer printer scanner fax machine phone system shredder and other general office equipment
• Good organizational human relations and communication skills

Physical Requirements

The following provides a brief description of physical requirements for this job:

While performing the duties of this job the employee is regularly talking expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken instructions to other workers accurately loudly or quickly. The employee must possess normal cognitive abilities including the ability to learn recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift carry push pull or otherwise move objects.

Reports to: Director Enterprise Resource Planning

Months/Days/Hours: varies/as needed

Salary Level:Band 4

Salary Scale: Work Eligible: Yes

Collective Bargaining Unit: Non-Union

Additional Information:

Anticipation of work hours likely 20 hours per week.

Additionally the position is anticipated to be budgeted for two to three years.

Remote Work Disclosure

Employees who perform the responsibilities of the above position have been identified as having the potential to telework. Telework is defined as completing ones duties and responsibilities at a site other than ones assigned duty order to be eligible for telework privileges an employee must have demonstrated consistent positive performance and have the support and approval of their direct addition these employees must have reliable high-speed internet and a designated workspace that allows them privacy while completing sensitive and confidential work. Employees who are non-exempt and are teleworking will work their required scheduled hours and gain approval from their supervisor if they work more than 8 hours a day or more than 40 hours in a workweek. Teleworking privileges can be amended changed or revoked based upon the performance of the employee as well as the needs of Loudoun County Public Schools.