Administrative Specialist

The Wayne Township Trustee Office and Fire Department operates in a fast-paced office setting with frequent interruptions and with the need to deal with great diversity of people coupled with occasional need to pick up or deliver items in the community and to other city departments. The Administrative Assistant role provides significant organizational and collaborative work as we strive to serve the citizens of Wayne Township. The duties include, but are not limited to the following:

Performs a wide variety of clerical and administrative duties including taking, referring, and handling incoming messages.

• Maintaining manual and computer files.
• Preparing and/or typing reports, records, and correspondence to a variety of recipients both external and internal.
• Quality assurance, and compliance review.
• Data entry and data management, and reporting.
• Departmental coordination and interface, as a means to coalesce agency-required information.
• Scheduling of training and follow up with attendees, project oversight.
• Performs routine duties with moderate supervision following established procedures and deadlines
• Has defined latitude to make decisions in non-routine situations requiring judgment
• Responsibility for judgment, thoroughness, and competencies most important due to potential disruption of department operations, monetary loss, or adverse public relations.

Knowledge of personal computers and devices, multi-line phone system, various office machines, such as printers, copiers, scanners and fax, the Microsoft suite of programs including Teams, Word and Excel, database experience, some financial and/or knowledge of generally accepted accounting rules. Must be able to:

• Remain seated at work station for extended period, frequently using a computer with standard video display screen and keyboard.
• Stand, walk, and drive as needed throughout the day.
• Lift, carry and put away parcels weighing up to 20 pounds.
• Handle multiple interruptions and adjustments to priorities throughout day.
• Communicate effectively with diverse and sometimes irate individuals, and to, calmly and efficiently, handle situations that range from routine to emergency in nature.
• Excellent memory and organizational ability, in order to set priorities, organize workload, handle multiple responsibilities, and meet deadlines.
• Support the work of a variety of people, while organizing priorities and meeting deadlines.
• Maintain strict confidentiality and possess a strong attention to detail
• Must have a sound knowledge and ability in business correspondence, and an ability to proofread the grammar, spelling, and punctuation of self and others with high degree of accuracy.
• Must have broad knowledge of general office skills and equipment as evidenced by a combination of course work and experience as a confidential secretary in a comparable fast-paced environment with many interruptions.
• Must type 60 wpm with accuracy in a setting with many interruptions, and transcribe from verbal instructions.
• Must have a minimum high school diploma or equivalent work experience as indication of basic math and grammar knowledge, and a relatively well-rounded exposure to general education.
• Must have valid Indiana driver’s license.

The Administrative Assistant is responsible for providing administrative support to various department leadership. The responsibilities include but are not limited to greeting visitors and answering the telephone; receiving and distributing mail and correspondence; gathering data and compiling various reports; managing projects and assignments; photocopying materials; maintaining files in a variety of formats; ordering supplies; and issuing correspondence. The position of Administrative Assistant requires by nature of the position, involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.