Administrative Assistant
: Job Details :

Salary : $44,824.00 - $58,323.20 Annually Location : Delaware, OH Job Type: Full-time Job Number: 202400025 Department: Prosecutor Opening Date: 09/24/2024 Closing Date: 10/8/2024 11:59 PM Eastern Nature of Work, Essential Functions & KSA'sNATURE OF WORK Under the direction of one or more department directors, provide administrative support to the department. The work consists of coordinating communications, customer service, scheduling, maintaining documentation, data entry, assisting with department activities and general clerical duties. As needed, attend evening meetings on behalf of the department, or work evenings or weekends during emergency events to assist in managing public information, calls and questions. ESSENTIAL FUNCTIONS Administrative Assistant I (entry level)

Answer incoming phone calls, emails, other electronic inquiries and greets walk-in visitors, providing general department, division, or program information using knowledge of departmental and City regulations and policies; filter questions before determining and referring customers to appropriate department staff as needed.

Maintains, files and retrieves materials using established paper and electronic filing system; scans and indexes records into an electronic document management system.

Updates and maintains documents, spreadsheets, databases and reports; assigns codes and records numbers; runs standardized reports as requested.

Receives applications, forms, and other documents; records or logs receipt of documents and prepares them for processing.

Ensures documents are complete with proper signatures, stamps or other written information. May perform data entry of general financial and purchasing functions which may include purchase requisitions, service orders, invoices, check requests.

Composes routine correspondence and proofreads/edits documents; checks forms and materials for accuracy and completeness.

Opens, sorts and distributes mail; prepares outgoing mail.

Orders, stocks, and distributes office supplies; matches invoices to packing slips and validates deliveries; follows up with vendor as needed.

Schedules appointments and routine meetings, reserves rooms; orders refreshments.

Administrative Assistant II (proficient) In addition to the functions above:

Processes work orders and citizen requests in a computerized maintenance management system; dispatches appropriate staff as required.

Processes and verifies general financial and purchasing functions and entries which may include purchase requisitions, service orders, invoices, check requests.

Maintains and reconciles cash and deposits and may collect payments and fees from customers.

Receives and processes applications, registrations, reservations, forms, and permits; inputs data into electronic databases.

Creates, updates, and maintains basic spreadsheets, reports, and databases from established content; verifies and tabulates data; run basic reports and queries as requested.

Updates, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, and other related materials.

Gathers and compiles readily available data for reports and projects; interprets routine data.

Makes travel arrangements.

May attend divisional/department meetings; takes and transcribes minutes as necessary.

Establishes, organizes and maintains filing systems; scans and indexes records into electronic document management systems; assists with records retention and destruction.

Assist in gathering information to prepare grant applications for various programs.

Administrative Assistant III (advanced) In addition to the functions above:

Responds to a varied and often complex requests or complaints from employees or the general public.

Generates and processes work orders and citizen requests in a computerized maintenance management system; dispatches appropriate staff as required.

Maintains budget files, tracks, monitors, and reconciles divisional or program budget accounts, expenditures, transactions, financial statements and reports; investigates discrepancies; may assist in estimating expenditures for a program or division.

Maintains calendar of office/division activities, meetings and various events; plans, schedules and coordinates appointments, meetings, interviews, training, special events and meetings among several departments and/or external organizations.

Composes, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, newsletters, agendas and other materials for internal and external use.

Prepares reports, financial records, contracts, and manuals; assists in the preparation of quarterly and/or annual reports.

Conducts research and gathers information from multiple sources for divisional or department projects.

Prepares and updates graphic presentations from established content.

Formats, edits, updates, and maintains division or department Intranet or Internet webpages.

Attends departmental or citywide meetings; records and distributes meeting minutes as appropriate.

Orders, stocks, and distributes office supplies, uniforms, and equipment for work unit; matches invoices to packing slips and validates deliveries; resolves any issues with the vendor.

Oversees records retention and destruction.

May monitor contracts for outside services for a division or department.

Updates and maintains inventories, plans, manuals, and standard operating procedures; assists in establishing office policies and procedures or makes recommendations on policy changes.

Working with department leadership or liaisons, prepare grant applications and assist in tracking and reporting grant activity.

SKILLS

• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
• Strong proofreading, composition and editing skills.
• Skills using computers, Microsoft Office products (i.e., Excel, Word, PowerPoint), internet searches, social media sites and other related office equipment (printers, copiers, etc.)

KNOWLEDGE

• Knowledge of office terminology, practices, procedures, and equipment.
• Knowledge of proper English grammar and spelling.
• Knowledge of mathematic fundamentals.
• Knowledge of records management and electronic filing system.

ABILITIES

• Ability to effectively communicate verbally and in writing in order to give and receive information in a prompt and courteous manner.
• Ability to handle confidential materials in strict confidence.
• Ability to manage multiple priorities and efficiently organize and prioritize work assignments, projects, and activities.
• Ability to work independently, work under pressure, prioritize work and to set/achieve goals.
• Ability to operate a multi-line phone system.
• Ability to learn City operations and organization and maintain harmonious working relationships with other employees.
• Ability to maintain administrative, fiscal and general records and to prepare reports and answer questions from records.

Physical Requirements & Working ConditionsPHYSICAL REQUIREMENTS AND WORKING CONDITIONS

• Majority of work is performed in an office environment where the physical demands require sitting for extended periods of time; frequent use of computers and standard office equipment; may work under stress of deadlines.
• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively with others in person and over the telephone.
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and to review, evaluate and prepare a variety of written materials on a computer for extended periods of time.
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment and computer systems.
• Sufficient personal mobility and flexibility, with or without reasonable accommodation, which permits the employee to work in an office setting and to sit for extended periods of time.
• Sufficient ability and strength to lift, carry, or otherwise move objects up to twenty (20) pounds for varying distances.

Training, Experience, and QualificationsAdministrative Assistant I (entry level)

• High school diploma or equivalent required.
• One to two year of previous experience in the administrative services field.
• Must be honest, dependable, and trustworthy.

Administrative Assistant II (proficient)

• High school diploma or equivalent required. Supplemental training in administrative coursework.
• Three to five years of previous experience in the administrative services field.
• Must be honest, dependable, and trustworthy.

Administrative Assistant III (advanced)

• High school diploma or equivalent required. Associate degree or equivalent coursework and/or related training preferred.
• Six to eight years of previous experience in the administrative services field.
• Certifications in specific field/department preferred. This could include Professional Administrative Certification of Excellence (PACE), Certified Administrative Professional (CAP), paralegal, permit technician, Microsoft Office specialist.
• Must be honest, dependable, and trustworthy.

Supplemental Information / Special Requirements This position is part of the American Federation State, County and Municipal Employees Contract.? Details about the compensation and benefits for this position can be found in the agreement by The class specification which appears above is intended to be sufficient merely to identify the class and be illustrative of the kinds of duties that may be assigned to the position allocated to the class and should not be interpreted to describe all of the duties which may be required of employees holding a position assigned to this class. The City of Delaware is an Equal Opportunity Employer.? In compliance with the Americans with Disabilities Act (ADA) and the Americans with Disabilities Act Amendment Act (ADAAA), the City of Delaware will provide reasonable accommodations, upon reasonable request, to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer. The City of Delaware offers competitive pay and benefits for its full-time opportunities. Benefits include , life insurance, paid vacation, sick leave and personal days, injury leave, longevity compensation, and tuition reimbursement. Please always refer to the current labor agreement relative to the position you are applying for additional details.