INTERNAL ONLY Admin Assistant III Public Works

High school diploma or equivalent with three 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 or have the ability to acquire Notary Public status.

Must possess a valid drivers license.

Associates degree in business accounting secretarial science or related discipline preferred.
Supervisory experience is 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.

Facilitates communication and provides information to officials employees or the public concerning various requests and departmental policies programs and services.

Prepares edits copies and/or types correspondence memoranda reports or other related materials; assists staff with developing and implementing administrative procedures and practices; maintains filed documents; assists with other projects and events as necessary.

Performs bookkeeping duties which may include processing and maintaining records of fees and payments invoices petty cash fund vouchers program refunds cost centers and tracking systems budget transfer requests and operating and capital account expenditures; issues and processes purchase and traveling orders authorizations for payment vendor master forms and purchase requisitions; writes receipts; assists in preparing and monitoring departmental budget and other financial documents.

Assists with the development of the Departments budget compiling cost figures etc.; prepares maintains accurate record of and monitors division revenues expenditures billings collections and deposits; makes necessary line item transfers; maintains petty cash fund and account ledgers; may serve as fixed assets coordinator for department and prepare reimbursement requests or tax reports.

Processes personnel action forms attendance and leave records accident/injury records and payroll documentation for appropriate staff; may assist with and maintain correspondence with the Human Resources Department regarding job openings qualifications testing applications etc.

Reviews prioritizes and schedules work requests facility usage appointments events meetings and conferences for appropriate staff the government or the public; maintains calendar of events; makes travel and accommodation arrangements if necessary; prepares and processes travel reimbursements and other related documents.

Collects enters maintains revises and updates various information/certificates into various computers recorders and filing/catalog systems or libraries in an effective and efficient manner; ensures work and data are backed up.

Greets visitors ascertains nature of business assists and directs visitors to appropriate staff.

Assists with or fulfills duties of appropriate personnel when necessary.

Maintains inventory of and requisitions office supplies equipment or service requirements as needed; may include taking bids and obtaining price quotes from vendors.

Maintains calendar and scheduling for appropriate staff training sessions travel conferences meetings or facility usage.

Prepares agendas or documents for or attend meetings conferences or events for the department; transcribes minutes or relates relevant information to appropriate staff; acts as liaison between department and other groups committees organizations officials or the public.

Assists in the training orientation and supervision of various staff i.e. community service workers administrative secretaries interns temporaries volunteers etc. as needed; directs work assignments counsels and disciplines employees when necessary and completes employee performance appraisals.

Notarizes official documents when required.

Performs other duties as assigned.


Knowledge Skills and Abilities

Knowledge of the policies procedures and activities of the Department.

Knowledge of modern office procedures departmental programs activities and facilities bookkeeping practices and procedures and methods as required in the performance of duties.

Knowledge of office management and human resource management practices policies and procedures as necessary in the completion of daily responsibilities.

Knowledge of unified government budget processes and bookkeeping systems.

Ability to administer policies procedures plans and activities and to monitor the performance of subordinates against measured established goals.

Ability to administer operations and staff plans.

Ability to develop and implement long-term goals for the department in order to promote effectiveness and efficiency.

Ability to keep abreast of any changes in policy methods operations budgetary and equipment needs etc. as they pertain to departmental operations and activities.

Ability to effectively communicate and interact with subordinates management employees members of the general public and all other groups involved in the activities of the Department.

Ability to assemble information and make written reports and documents in a concise clear and effective manner.

Ability to use independent judgment and discretion in managing subordinates including the handling of emergency situations determining and deciding upon procedures to be implemented setting priorities maintaining standards and resolving problems.

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 public.

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

Ability to handle the required mathematical calculations.

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

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

Ability to type maintain accurate records operate modern office equipment utilize a personal computer and communicate effectively both verbally and in writing.

ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex disability age sexual orientation gender identity national origin veteran status or genetic information. ACCGov is committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment its services programs and activities. To request reasonable accommodation to participate in the job application or interview process contact Leah Jagatic HR Coordinator Human Resources or.