What are the responsibilities and job description for the Facilities Administrative Assistant position at Carver County, MN?
JOB SUMMARY
The Administrative Assistant for Facilities plays a crucial role in facilitating the administrative operations of the Facilities department. The Administrative Assistant role will have a variety of tasks ranging from contract review, invoice management, and general clerical support. This role will handle various responsibilities including but not limited to: Reviewing and analyzing contracts, ensuring compliance and accuracy, assisting with the preparation of claims and processing invoices, monitoring and maintaining expenditure records, providing assistance to clients as well as the public and directing inquiries to the appropriate channels for response. This position will also complete other duties as assigned.
TYPICAL DUTIES AND RESPONSIBILITIES
- Responds to requests for information from the general public, staff, and/or other interested parties; answers routine questions; directs callers/visitors to appropriate locations or staff.
- Prepares, reviews, and/or processes a variety of routine correspondence, logs, information, paperwork, invoices, forms, and/or other related information in assigned area of responsibility; keys information into applicable spreadsheets and/or databases.
- Receives, sorts, and distributes a variety of correspondence, deliveries, and mail; makes photocopies; and faxes documents.
- Files documents alphabetically, numerically, or by other prescribed methods in established filing systems.
- Monitors and restocks office supplies and materials.
- Maintains records of activities and prepares operational reports.
- Accepts standard payments and issues receipts, reconciles petty cash, reviews and processes invoices, and maintains assigned budget by monitoring and controlling expenditures.
- Performs other duties of a similar nature or level.
MINIMUM QUALIFICATIONS
- High School Diploma/GED and 2 years of administrative support or related experience
- Associates Degree in related area
SCORED EXAMINATION PROCESS
All applications will be screened for minimum qualifications, scored and ranked. The highest ranked candidates meeting minimum qualifications will be recommended for the scored oral examinations (interviews). Final selection for the position will include successful completion of oral interview(s), reference checks, and background investigation.
