ADMINISTRATIVE ASSISTANT I

Department Name: Public Safety

Starting Rate: Salary is Commensurate with Experience

Job Description

An employee in this position acts as Agency Office Manager, ensuring timely and as necessary, secure preparation, dispatch, receipt, routing, and/or filing of messages and documents (electronic and hard copy). He/she compiles and formats information for regular and special reports, with minimal supervision and final review; assists the Department Director in composing and presenting the Agency budget (and running revisions thereto); and provide clerical support to other management staff, transposing text in standard or special format and making minor corrections in style. The incumbent acts as confidential secretary to the Agency Director, to whom he/she reports.

Examples of Work Performed (Essential Functions are Starred*):

• Organizes, maintains, and modifies as necessary office protocols, procedures, and records; orders, receives, inventories, and distributes supplies.

• Acts as Confidential Secretary to the Agency Director, Assistant Director, and Communications Coordinator; manages Director’s calendar, coordinating meetings, conferences, staff instruction, and associated events.

• Greets, announces, and directs visitors; ensures courteous, efficient Agency liaison with the general public; elected and appointed official of County, State, and Federal government; and other interested persons.

• Answers phones; screen and routes calls; receives and dispatches messages.

• Enters data in PC, in accordance with established procedure; carries out manual and/or electronic record backup; and ensures adherence to prescribed standards of confidentiality.

• Receives, sorts, and routes incoming mail collects and dispatches outgoing (postal) mail.

• Types, proofs, and dispatches correspondence (memos, letters, and forms), generally without review; collaborates with Director in preparing special/privileged correspondence.

• Prepares photocopies; dispatches and receives facsimiles.

• Prepares Departmental payroll reports; establishes and maintains departmental attendance records.

• Assist Director in preparation of budgets, proposals, plans, manuals, and special reports, compiling and analyzing fiscal and statistical data, as necessary.

• Ensures timely accomplishment of equipment maintenance and repair; orders, inventories, stows, and distributes office supplies.

• Assists in maintenance of record of hours worked and preparation of departmental payroll.

• Performs related tasks, as necessary.

This is a non-union position.

Minimum Education, Experience, and Training Requirements

An associate degree from an accredited university, college, community college or business school with course work in business administration, accounting, public administration or a related field; plus, one years' experience in business, public or non-profit administration or combination of any above. Commensurate experience in related filed maybe substituted for above minimum training and experience.

Dauphin County is an equal opportunity employer and is committed to an inclusive workplace free of discrimination and harassment. Dauphin County prohibits discrimination and harassment of any type and affords equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local laws.