What are the responsibilities and job description for the Administrative Support Assistant- Part-time position at City of Carrollton?
JOB TITLE: Administrative Support Assistant
DEPARTMENT/DIVISION: Various
REPORTS TO: Varies
SUMMARY: Responsible for providing general clerical and administrative support to department staff to include: greeting customers, answering calls and emails; answering general questions; collecting information from customers; forwarding information along to the appropriate staff; collecting information from supervisor or department staff to be organized and distributed to residents; collecting fees, maintaining and updating confidential department and personnel files; collecting information from multiple sources to create files; processing and tracking purchase orders, invoices, check requests; reconciling purchases against department budget; entering information into and maintaining accuracy of department databases; running standard reports; and opening and distributing mail. Work is performed with moderate supervision.
ESSENTIAL JOB FUNCTIONS:
DEPARTMENT/DIVISION: Various
REPORTS TO: Varies
SUMMARY: Responsible for providing general clerical and administrative support to department staff to include: greeting customers, answering calls and emails; answering general questions; collecting information from customers; forwarding information along to the appropriate staff; collecting information from supervisor or department staff to be organized and distributed to residents; collecting fees, maintaining and updating confidential department and personnel files; collecting information from multiple sources to create files; processing and tracking purchase orders, invoices, check requests; reconciling purchases against department budget; entering information into and maintaining accuracy of department databases; running standard reports; and opening and distributing mail. Work is performed with moderate supervision.
ESSENTIAL JOB FUNCTIONS:
- Performs various routine clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; maintaining calendars; keyboarding information into databases; making photocopies; receiving, sorting, and distributing mail; performing data entry; faxing documents; typing; and word processing.
- Prepares, processes, receives, sorts, and distributes a variety of routine reports, lists, correspondence, exams, packets, payments, receipts, purchase orders, invoices, check requests, library materials, and/or deliveries.
- Participates in monitoring and maintaining applicable office equipment. Coordinates the servicing of applicable equipment.
- Greets visitors at main reception areas; responds to requests for information from the general public; answers routine questions; directs visitors to appropriate locations.
- Files documents alphabetically, numerically, or by other prescribed methods.
- Monitors and restocks office supplies and materials. Orders applicable supplies and materials as directed.
- Prepares and reconciles a variety of basic reports in assigned area of responsibility.
- Maintains the appearance of public areas, ensuring areas are organized and free from debris or hazardous items.
- Performs other duties as assigned.
- None.
- Knowledge of basic principles and practices in assigned area of responsibility;
- Skilled in providing customer service to various customers
- Skilled in performing basic mathematical calculations;
- Skilled in maintaining records;
- Skilled in handling multiple tasks simultaneously;
- Skilled in providing customer service;
- Skilled in keyboarding;
- Skilled in operating a variety of modern office equipment;
- Skilled in operating a computer and related software applications;
- Skilled in communicating effectively with a variety of individuals.
- High School Diploma or G.E.D.
- One year of customer service or general office experience.
- Bilingual in English and Spanish.
- Frequent reaching, sitting, standing, walking, talking, seeing, hearing, and manual dexterity.
- Occasional lifting and carrying up to 10 pounds.
- Work is typically performed in a standard office environment.
- Work is typically performed in public library environment; may include outdoor community events.
- Must be able to stoop, bend, walk and reach and retrieve items from up to 7 ft. with the aid of step stools
- Sits and stands for extended period of time assisting customers with public access catalog training, retrieving materials and answering desk phones.
- Must be able to push, pull or lift up to 50 pounds.
- Local travel may be required on an as needed basis
- Must be able to work a flexible schedule including evenings and weekends
- Must pass pre-employment drug test.
- Must pass criminal history check.
- Must pass motor vehicle records check.
