Administrative Support Associate

JOB
The full performance level class works under general supervision & requires considerable knowledge of clerical and secretarial procedures; administrative support procedures; office processes, procedures and policies to perform routine and non-routine administrative support activities.WORKING HOURS: 7:00 AM - 3:30 PM (Monday - Friday)Posted until filled.

EXAMPLE OF DUTIES
(These duties are illustrative only. Incumbents may perform some or all of these duties or other job-related duties as assigned.)Performs a variety of administrative support tasks of a general or routine nature (e.g., picks up, opens, stamps, sorts, receives, hand-addresses, distributes & sends out mail; counts, alphabetizes, separates, collates, codes, sorts, logs, staples &/or stuffs mail, forms, correspondence and/or filed information); Receives, sorts & distributes incoming correspondence; produces typed copy from hand-written copy, dictation or oral instruction, involving correspondence of technical or confidential nature; proofs correspondence & submits for signature; Accepts, prepares, reviews and processes a variety of forms, documents and correspondence; reviews forms and documents to ensure they are complete and proper codes are used; maintains a variety of databases and spreadsheets; runs a variety of computer generated reports; maintains general office & personnel records; schedules meetings, appointments and rooms; makes travel arrangements and maintains calendars; coordinates maintenance and repair of office equipment.Collects, gathers and compiles data & types reports required by regulatory agencies & requested by management personnel within the department; uses computer to store data for accurate record keeping & easy retrieval. Creates & maintains filing system for files, work orders, correspondence, documents & confidential files; purges old files and relocates to storage; establishes general office procedures for division; prepares various division reports; acts as liaison between superintendent & other division employees by answering routine inquiries regarding division procedures & work order status. Maintains stock inventory; orders, receives, distributes & accounts for division office supplies; Prepares purchase orders for equipment, materials & supplies purchased for the division; receives & inspects deliveries for compliance with order specifications; maintains tracking system for purchase orders; maintains division budget sheets to assist in budgetary control; prepares periodic summaries of funding status.Screens calls & greets visitors to division; provides information and answers routine questions related to services or department operations, policies and procedures; operates base station for mobile radio system to reach personnel outside of office; lends secretarial support as needed within department due to clerical absences. Performs other duties of a similar nature or level as assigned.