Administrative Technician

Job Description

Administrative Assistant I provides administrative support to a division within an organization. Collects reviews and analyzes data and prepares reports charts budgets and other presentation materials utilizing word processing spreadsheet or specialized software.

Essential Job Functions

Performs administrative duties for the department director and department staff.
1.Responds to telephone calls; screens visitors and refers to appropriate person
2.Reads and screens incoming correspondence and reports; makes preliminary assessment of the materials; organizes documents and forwards as appropriate
3.Independently responds to letters and general correspondence of a routine nature
4.Review documents to determine appropriate forms are used and completely filled
5.Maintain appointment schedule/calendars; arranges meetings/conferences and makes travel arrangements
6.Prepares payroll and generates a summary of overtime reports
7.Initiates and maintains a variety of files and records
8.Assists with research and compiling of data for various reports and special projects including annual budget
9.Writes and tracks purchase orders requests
10.Recommends procedural changes affecting clerical activities
11.Assists in coordinating division/department functions and events
12.Performs other duties as assigned

Performance Measurement

MINIMUM QUALIFICATIONS:
Three (3) years of clerical experience; Advanced proficiency in the use of computer software applications: MSWord; Excel; and PowerPoint PREFERENCE: Bilingual in English/Spanish; Associate’s degree from an accredited college Acceptable Equivalency: Any combination of experience and training that would likely provide the required knowledge; skills and abilities

Required Knowledge; Skills and Abilities

Ability to organize; prioritize and multi-task. Must interpret and apply both written and oral instructions. General office skills to include typing; filing and accounting functions. Excellent English grammar; spelling and punctuation. Must be proficient with PCs to include MS Excel and Word. Must be precise in numerical calculations and record preparation. Must be punctual and organized to meet deadlines. Ability to communicate effectively and courteously with city staff and the public. Ability to maintain confidential information.

Additional Information

All City employees are required in the course and scope of their employment to provide services for the benefit of the general public during emergency situations that threaten the safety of Kingsville’s citizens. City employees must be able to work immediately before during and/or immediately after an emergency. All positions require the following: 1) High School diploma or equivalent 2) Valid driver’s license 3) satisfactory driving record and 4) proof of eligibility to legally work in the U.S. The successful applicant will be required to pass a pre-employment drug screen and background investigation.

Disclaimer

The information listed above reflects minimum standards and illustrations of the various types of work that may be performed. The omission of specific job functions requirements or tasks does not exclude them from the job if the work is similar related or a logical extension of the work assigned.