What are the responsibilities and job description for the Administrative Assistant - General Office (Part-time 25 hours/week) position at Town of Greenwich?
Assists management and staff by providing a variety of routine clerical and administrative support services, such as records maintenance, correspondence, scheduling, financial administration, research and reports and coordination of office services.
Reports to Department Head, Division Head, Town Manager or Elected Official as assigned.
Reports to Department Head, Division Head, Town Manager or Elected Official as assigned.
Required Education: Associates Degree or Certification from an Accredited Business Program such as Certified Administrative Professional (CAP) certification or equivalent
Required Experience: Three years of related work experience.
Additional Certifications, Licensing or Requirements: For certain positions, Notary may be required within 6 months of hiring.
KNOWLEDGE, SKILLS AND ABILITIES:Required Experience: Three years of related work experience.
Additional Certifications, Licensing or Requirements: For certain positions, Notary may be required within 6 months of hiring.
Knowledge & Skills:
- Equipment – Proficiency in operating basic office equipment such as fax, copy, scanner, printer and PC.
- Basic Bookkeeping - Demonstrated skill in keeping detailed, accurate records of financial transactions.
- Business Software - Demonstrated knowledge in Microsoft Word and Excel on PC. Ability to learn new software quickly.
- Interpersonal Communication – Skill in listening attentively and talking to others to effectively convey information.
- Writing– Proficiency in communicating with others in writing with knowledge of punctuation, grammar, spelling and rules of composition.
- English Language – Demonstrated knowledge of the structure and content of the English language including the meaning, pronunciation and spelling of words.
- Basic Mathematics – Capability to add, subtract, multiply, divide and calculate percentages with accuracy.
- Clerical and Administrative Procedures - Demonstrated knowledge of procedures for developing and maintaining a filing system and maintaining a functionally effective office.
- Reading Comprehension – Proficiency in understanding the meaning of correspondence and other documents.
- Research – Skill in finding essential information in a timely manner.
- Typing/editing/ proof-reading – Competence in producing error-free and professional looking documents.
- Attention to Detail - Demonstrated aptitude for thoroughness to all relevant factors in the performance of all duties.
Abilities:
- Functions in a cooperative, collaborative manner.
- Works independently.
- Manages time by handling multiple priorities, adapting to changing priorities and completing tasks within deadlines.
- Maintains a positive attitude and acts in a professional manner; relates to others professionally even when under stress.
- Responds to job demands and adjusts to organizational change.
Exam
Pass/Fail computer skills
Department: Various
Division: Various
Bargaining Status: GMEA
Salary Range: B
Job Code: 9302
Date Created: January 2016
This position may include all or some of the following essential functions:Records Administration
- Maintains and updates information stored in computer systems.
- Processes documents such as applications, permits and other forms.
- Organizes, files, stores and retrieves documents whether electronic or paper.
- Protects the confidentiality of personnel and other sensitive and private documents.
Correspondence
- Opens, reads, sorts incoming paper and electronic correspondence including faxes and e-mails to determine their significance and plan their distribution.
- Researches and responds to correspondence.
- Drafts routine memos, letters, and notices, using word processing software.
- Types, proofs, edits and distributes correspondence.
Coordinating & Scheduling
- Schedules appointments and updates event calendars.
- Arranges conference calls.
- Makes travel arrangements.
- Plans, organizes and prepares agendas, logistics and materials for meetings/conferences.
- Attends meetings to record minutes.
Customer Service
- Interacts on a daily basis with customers/clients and employees in person or on the phone to create a positive customer service experience.
- Controls access by greeting visitors, determining whether they should be given access to specific individuals, tracking and directing visitors in a professional manner.
- Answers phones, takes messages, transfers calls, directs calls to appropriate parties, returns calls and leaves voice messages in a courteous manner.
- Answers general questions or refers questions to appropriate person.
- Handles routine complaints and resolves problems as appropriate.
Financial Administration
- Prepares and processes invoices. Records and checks accuracy of financial transactions.
- Maintains and updates financial records such as invoices, contracts and expense reports.
- Assists in preparation of budget reports.
- Monitors and controls expenditures to budget allocations.
Office Services
- Performs general office duties to assure that office runs efficiently.
- Coordinates maintenance and repair of equipment.
- Tracks inventory and orders supplies as needed.
- Works with vendors, contractors and consultants to coordinate their services.
- Occasionally monitors the work of lower-level clerical staff.
Research and Reports
- Researches, organizes and compiles data for reports.
- Prepares management and statistical reports for review.
- Types, proof and edits reports for completeness and correctness.
- Creates spreadsheets and professional presentations using database or presentation software.
- Works on special projects as required.
Orientation and Training
- Orients new employees to the work environment; explains operating procedures.
- Assists other employees by providing information, answering questions and giving feedback as necessary.
Supports Town policies and philosophy and performs other related work as required.
All outside candidates will be required to undertake and successfully pass a pre-employment medical examination, which includes a substance abuse test that includes testing for THC (the psychoactive ingredient in marijuana), given at the Town's expense prior to employment if conditionally offered a part time, full time or safety sensitive position.
The Town of Greenwich has implemented a policy of background investigations all full and part time positions prior to hiring as part of the reference checking procedures for outside candidates. The investigation will only be conducted as the last step prior to an offer. Refusal to sign the release form will terminate the candidate's further consideration.
Salary : $36 - $43
