JOB SUMMARY
Provides administrative support functions for the Division.
MINIMUM QUALIFICATIONS
Three (3) years of office administrative support experience; OR an equivalent combination of related education and experience.
ESSENTIAL FUNCTIONS
- Provides administrative support for Division leadership, committees, councils, boards, and assigned work groups. Takes minutes during meetings, transcribes documents, and maintains records of actions.
- Composes a variety of correspondence, documents, and reports; formats, proofreads, and edits.
- Provides customer service by answering phones, greeting visitors, relaying messages, and distributing forms, documentation, and information.
- Maintains calendars and schedules.
- Acts as an administrative liaison to other County agencies and external stakeholders.
- Prepares and maintains administrative documents, including regulations, enforcement files, adjudicative appeals, and legal requests for the division.
- Serves as Records Coordinator, complying with GRAMA and all related policies and procedures.
- Develops, maintains, organizes, stores, and monitors reports, correspondence, files, forms, and documents.
- Processes travel including completing the initial travel request forms and, where appropriate, making hotel reservations, airline reservations, and car rental reservations.
- Coordinates all aspects of assigned events and meetings.
- Collects, researches, analyzes, and organizes materials and information for projects and reports.
- Orders, distributes, and stores office supplies for the HR division, performs office supply inventories, and reconciles office supply invoices.
- Receives and distributes incoming mail, faxes, or email announcements.
- Acts as backup support to HRIS Data Specialist.
KNOWLEDGE, SKILLS, AND ABILITIES (KSA)
Knowledge of:
- Business English and mathematics
- Advanced word processing and spreadsheet software applications
- Record and report preparation, maintenance, archiving, and filing
- Professional telephone and customer service etiquette
- Filing methods and techniques
Skills and Abilities to:
- Follow verbal and written procedures and instructions
- Communicate effectively both verbally and in writing
- Organize workloads and prioritize tasks to adhere to deadlines
- Work independently under minimal supervision
- Develop, implement, and maintain filing and recordkeeping systems
- Interpret and apply policies and procedures
- Operate standard office equipment
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
This position may require lifting up to 30 lbs. (office paper and various office supplies)