Administrative Assistant

This job was posted by https://idahoworks.gov : For more information,please see: https://idahoworks.gov/jobs/2539711#### Job Description {#job-description role="heading" aria-level="2" uw-rm-heading="level"}The Administrative Assistant performs a wide range of office supportfunctions using independent judgment in applying existing policies andprocedures to complete assignments and respond to non-routine inquiriesand explain department/division services, policies, procedures andrationale for decisions to customers. The position serves as a point ofcontact for staff and/or the public to know whos doing what and where,and to coordinate office functions and performclerical/secretarial/administrative support duties with considerableindependence and discretion in applying policies and procedures.The position may be assigned to manage and maintain one or moredepartment specific databases, requiring knowledge of departmentprograms and objectives. The job includes research, compilation andorganization of materials/data for staff use and/or preparation ofreports or presentations. Duties include composing correspondence on owninitiative or from general instructions, formatting and typing a varietyof sensitive, confidential, official and/or legal letters and documents.The Administrative Assistant position assists in invoicing, processingaccounts payable and accounts receivable, payroll and time records andincludes preparing required reports (daily, monthly, annually), andmaintaining related files.The position maintains office records and files, coordinatescommunications, and provides support for various meetings. The positionmay be assigned special projects.The Administrative Assistant works independently under limitedsupervision following prescribed policies, procedures and guidelinesrequiring initiative, independent judgment, confidentiality, sensitivityto customers and meticulous follow through.Work requires attention to detail and good organizational skills, and isreviewed for adherence to instructions, accuracy, completeness andconformance to standard practice or precedent. The job works in ageneral office environment with a moderate noise level.**ESSENTIAL DUTIES AND RESPONSIBILITIES** May perform special projects that may require independent researchand analysis, handles difficult or upset citizens, researchesproblems, prepares and maintains reports for specific departmentfunctions, manages/maintains various department specific database,composes correspondence, and prepares reports on selected issues andprocesses. May dispatch calls in some departments. Creates and closes files or work orders, compiles and monitorsreport data, and enters data into database software; coordinatesresponses to constituent emails and communications by providingdirect responses or directing inquiries to the appropriate unit orperson; and provides support for various meetings, includingtranscription. Interprets governing regulations, policies and procedures as neededto assist customers or other staff, and maintains files, records anddepartment contracts. Answers inquiries and provides information to the public, other Citydepartments, businesses and private individuals. Performs other duties as assigned. Nothing in this job descriptionrestricts managements right to assign or reassign duties andresponsibilities to this position at any time. Performs all work duties and activities in accordance with Citypolicies, procedures, and safety practices. This classification is distinguished from the Department Specialistby the overall complexity, difficulty and independence required forthe position. Guidelines and precedents to follow are less detailedand explicit than the Department Specialist.**ACCEPTABLE EXPERIENCE, TRAIN ING, LICENSES AND/OR CERTIFICATIONS** High school diploma or GED; Preferred Associates Degree in Office Practices or related field; Three (3) years related administrative support experience,preferably in a governmental environment.An equivalent combination of education and experience that provides theRequired Skills, Knowledge And Abilities To Successfully Perform Theessential functions of the position may be considered.CLASSIFICATION REQUIREMENTS**\The requirements listed below are representative of the minimumknowledge, skill, and/or ability required for an individual tosatisfactorily perform each essential duty satisfactorily and besuccessful in the position.*Knowledge of:* Department programs, objectives, policies and procedures; Customer service principles and procedures; Database management; Principles and procedures of record keeping and reporting; Modern office functions, management, processes and procedures; Operation of standard office equipment and a personal computer andjob-related software applications for word processing, spreadsheets,Desktop Publishing And Other Required Applications.*Skill and Ability to:*Coordinate and monitor administrative functions to ensure efficient andaccurate work flow and related produc