Perform a variety of routine and complex clerical, administrative and secretarial work in support of the Business Services Division; may serve as receptionist and interact with public to provide customer service. AA IV: Act as Team Lead.
(These duties are a representative sample; position assignments and detailed work instructions may vary.)
Administrative Assistant I:
- Under close supervision, performs a variety of routine clerical, reception, administrative and secretarial duties.
- Uses computer and software applications to accurately type and edit basic correspondence; enter data; retrieve data; search databases; conduct research; create documents; and send emails.
- Provides bi-lingual skills, interpreting documents, brochures, etc.
- Processes various documents, ensuring that all necessary forms are complete and accurate.
- Answers and routes telephone calls: appropriately greets caller, assesses situation. Takes accurate messages and completes transaction.
- Assists the public and/or employees at front counter: appropriately greets visitors; answers routine questions; locates documents; fills out forms; makes copies. Displays a clear attitude of customer service and knowledge of various programs within DHS.
- Processes incoming, outgoing and relay mail.
- Prints, copies, assemble, distribute and file documents and maintain files.
- Interacts with other Offices and Departments and outside organizations to obtain and provide information.
- May process incoming payment process. Follows deposit instructions.
- Performs other duties of a similar or related level as necessary or assigned.
- Relevant Federal, state and local laws, rules, regulations, codes and/or statutes.
- Practices and procedures specific to the Department/Office.
- Modern office processes and procedures.
- Keyboarding, data entry and word processing skills.
- Grammar, spelling and punctuation.
- Basic math skills.
- Bookkeeping principles and practices.
- Relevant computer hardware and software applications.
- Speak, read and write the English language.
- Speak, read and write the Spanish language if applicable.
- Communicate effectively verbally and in writing.
- Understand and follow written and verbal instructions.
- Type a minimum of 45 WPM (Administrative Assistant I). Type a minimum of 70 WPM (Administrative Assistant II).
- Exercise office organizational skills such as paper and electronic filing and managing multiple priorities.
- Effectively and efficiently provide customer service to the public.
- Handle stressful situations in a professional manner, including angry or difficult individuals.
- Perform cashier duties accurately.
- File various forms of paperwork in alpha and numeric filing systems.
- Establish and maintain effective working relationships with coworkers and supervisors, other Departments/Offices, and other agencies.
- Use resources to solve problems.
- Work independently.
- Understand and practice safety procedures and precautions.
- Maintain a high level of professionalism and confidentiality.
Internal & External Contacts:
Frequently interacts with other Department/Office employees.
Frequently interacts with the general public; occasionally interacts with outside vendors or other agencies or organizations.
Physical Activities and Work Environment:
The physical activities and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable otherwise qualified individuals with disabilities to perform essential functions.
Required Physical Activities:
While performing the essential functions of this job the employee is frequently required to reach, grasp, stand and/or sit for long periods of time, walk, talk and hear; is occasionally required to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, peripheral vision, and ability to adjust focus.
May occasionally be required to work in outside weather conditions.
May be required to attend evening meetings. May be required to work extended hours at discretion of Supervisor.
The noise level in the work environment is usually moderate to loud, with frequent interruptions and multiple demands.
May travel between County offices and/or to meetings in other locations.
Computers and Other Equipment:
Computer and relevant software applications; 10-key calculator; telephone system; postage machine; facsimile; copier; scanner; shredder.
THIS JOB DESCRIPTION DOES NOT CONSTITUTE AN EMPLOYMENT AGREEMENT. Nothing in this job description restricts Garfield County's ability to assign, reassign or eliminate duties and responsibilities of this job at any time. It does not prescribe or restrict the tasks that may be assigned. This job description describes the County's current assignment of essential functions. Those functions may change at any time as the needs of the County change or for other reasons deemed appropriate by the County.