Administrative Assistant

Summary

Performs a wide variety of difficult clerical and customer services duties related to Environmental Health permits and payments.

Essential Functions

• Compose and type letters, reports, and memos from rough drafts, verbal instructions, or notes;
• Utilize a variety of computer software to produce documents which may include or incorporate text, tables, and graphics;
• Greet visitors by phone and in person and ascertain nature of business, provide assistance or referral, and explain policies and procedures;
• Open, review, and route mail according to contents;
• Work independently in the absence of specific instructions;
• Compile information from records and prepare reports;
• Prepare vouchers to pay department expenses, maintain office supplies, maintain a cash fund as needed;
• Prepare and maintain personnel records including personnel action forms and timesheets, prepare and submit records required for payroll processing, review payroll records for accuracy and compliance with policies, input time records for biweekly payroll
• as needed;
• Accept and post payments from facilities into department software system;
• Maintain month reconciliations;
• Assists in making decisions on payment arrangements and collection service requests;
• Print permits for facilities;
• Review and proofread correspondence, memos, and reports to ensure accuracy and correctness;
• Perform related duties as required.

Qualifications

Completion of a high school diploma or the equivalent with an additional three to six years of increasingly responsible secretarial experience; or any combination of relevant education and experience which provides the following:

Valid Driver's License

Knowledge and Abilities

Knowledge of:

• Office practices and procedures;
• The organization, function, and policies of the department;
• General knowledge of municipal government organization and services;
• Personnel and financial recordkeeping;
• Computer principles and procedures;
• Proper public contact and telephone etiquette.

• Spell and use correct grammar;
• Prioritize and schedule work to meet deadlines;
• Communicate effectively with others;
• Prepare accurate payroll and financial records;
• Perform computer/word processing functions.

• Frequently stand and walk during the shift;

• Frequently stand and walk;
• Frequently pull or push objects;
• Occasionally flex upper trunk forward at the waist and partially at the knees;
• Occasionally lift and carry up to 10 pounds;
• Occasionally rotate upper trunk to the left or right while sitting or standing;
• Place arms above. at. or below shoulder height.