JOB OBJECTIVES: The primary purpose of the PCSA Administrative Assistant position is to assist the PCSA Division Administrator and Supervisors in performing supportive tasks such as creating business correspondence, maintaining confidential files and records and supporting projects and events.
ESSENTIAL JOB FUNCTIONS:
- Prepare documents, develop and follow processes; maintain accurate files on confidential material including but not limited to correspondence, discipline, grievances, quality improvement plans, court cases and state/federal audits and reviews.
- Schedule meetings; may conduct or be included in meetings in order to record/communicate decisions, assignments, directives, etc. to appropriate staff members.
- Provide clerical support to the PCSA Division Administrator and Supervisors; compose correspondence; prepare memoranda and reports.
- Monitor compliance of Random Moments.
- Monitor PCSA digital imaging program.
- Answer routine questions and inquiries from employees, clients and the public.
- Order supplies/equipment for Children Services through Fiscal Department.
- Assist the Training Supervisor with scheduling training and maintenance of Social Service Workers’ training records.
- Support the coordination of events for children in care, foster families, community partners and employees.
- Oversee the use of Children Services’ county vehicles and coordinate maintenance needs and safety issues with Business Services and the JFS Director.
- Coordinate and complete special assignments, projects and other duties as assigned.
NON-ESSENTIAL JOB FUNCTIONS:
Performs related Essential and Non-Essential functions as needed.
I. JOB REQUIREMENTS
Systems: Ability to operate computers for data input and retrieval; proficiency in Microsoft Office, Outlook and Internet Explorer; knowledge of CRIS-E, OIES, SACWIS, OWCMS, SETS, Maximus Ledger Suite, MUNIS, MITS, BUY-IN, E-GATEWAY, E-QUIL, CCIDS, Time Force, Agency’s Digital Imaging system and other systems as required by program area responsibility.
Equipment: Incumbent operates equipment such as, but not limited to, the following: personal computer, printer, typewriter, calculator, multi-functional copier, fax machine, shredder and transcriber.
Competencies: To perform the job successfully, an individual should demonstrate the following competencies in the position:
- Communication Skills – Communicate clearly and informatively using multiple methods and forms of media. Present numerical data effectively.
- Customer Service – Manage difficult or emotional customer situations. Respond promptly and effectively to customer needs. Solicit customer feedback to improve service.
- Ethics – Treat people with respect. Keep commitments. Maintain confidentiality. Uphold organizational values. Work with integrity and maintain high standards of integrity.
- Initiative – Volunteer readily. Undertake self-development activities. Seek increased responsibilities. Take independent actions and calculated risks. Look for and take advantage of opportunities. Ask for and offer help when needed.
- Interpersonal Skills – Focus on solving conflict, not blaming. Listen to others without interrupting. Keep emotions under control and use reason when dealing with emotional topics. Remain open to others’ ideas and try new things.
- Planning – Establish well developed short- and long-term plans to meet future needs. Recognize progress points and monitor plans to achieve desired results. Implement contingency plans. Adhere to schedules and plans with ability to prioritize.
- Technical Skills – Thorough knowledge of federal, state, county and departmental policies, procedures and practices. Knowledge of JFS computer systems and related software packages, including policies and procedures associated with their use. Pursue training and development opportunities to continuously build knowledge and skills. Share expertise with others. Demonstrate knowledge of public administration principles.
II. DIFFICULTY OF WORK
Work consists of varied, non-standardized tasks requiring the knowledge of established policies, rules, procedures, and laws.
III. RESPONSIBILITY
Supervisor provides general guidance allowing for the planning of procedures and methods to attain objectives. Errors in work are detected within the office in which they occur, possibly affecting the work of others, and requiring expenditure of time to correct.
IV. PERSONAL WORK RELATIONSHIPS
Incumbent has contacts with co-workers, employees of the County, and with the general public. The purpose of these contacts is to coordinate departmental efforts internally and with other County departments and outside entities.
V. PHYSICAL EFFORT AND WORK ENVIRONMENT
Physical Requirements: Incumbent performs sedentary work that may require lifting up to fifteen (15) pounds occasionally.
Physical Activity: Incumbent performs the following physical activities: walking, standing, kneeling, crawling, bending, twisting, reaching above shoulders, reaching below knees, talking, hearing, and repetitive motions.
Visual Activity: Incumbent performs work where the seeing job is close to the eyes.
Job Location: Incumbent works inside with no exposure to adverse environmental conditions.
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