Administrative Assistant I

Company: Merced County Association of Government/Regional W
Location: Merced
Posted on: March 12, 2020

Job Description:

DEFINITION: Under the direction of the Deputy Director/RWA Director and performs secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; provide office, clerical and administrative support to management personnel, boards, committees and other personnel in one or more assigned departments; schedule meetings, minutes and reports related to assigned activities; interpret and apply program operations, policies and procedures. Levels I and II of this series is differentiated by level of experience in the role as well as education, demonstration of skill set and ability to independently function in role. ESSENTIAL DUTIES AND RESPONSIBILITIES: Perform responsible and complex Administrative Assistant duties by providing office, clerical and administrative support to management staff and other personnel in one or more departments.Plan and organize varied administrative assignments; research, compile and organize a variety of information from various sources on specialized topics related to programs in assigned areas; assist with a variety of department operations.Compose, independently or from oral instructions, notes or rough draft, a variety of materials; duplicate and distribute materials as needed.Prepare and maintain a variety of data, records and reports related to office programs, personnel and assigned duties; ensure accuracy and completeness of data, records and reports; copy, format, proof and file a variety of documents and correspondences; establish and maintain filing systems.Input a variety of data into an assigned computer system; establish and maintain automated records and files; ensure accuracy of input and output data; update contact information in assigned systems as needed.Receive visitors and answer phones at the front desk; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues and refer difficult issues to the administrator as necessary; provide technical information and assistance related to office or program operations, policies and procedures.Coordinate, schedule and attend a variety of meetings; set-up and prepare for meetings accordingly; coordinate travel arrangements for department staff as necessary; serve as an assistant to various committees, commissions and boards as assigned; take and prepare meeting minutes.Monitor inventory levels of office supplies; order office supplies and recommend purchases as necessary; schedule repairs for office equipment as needed.Perform the daily mail run; receive, sort and distribute mail; open mail and compose responses independently as appropriate; prepare mailings for various projects; maintain postage meter according to established procedures.Communicate with various personnel and departments, community organizations, State and local agencies and the public to coordinate activities, exchange information and resolve issues and concerns.Operate a variety of office equipment including a postage machine, binding machine, computer and assigned software; drive a vehicle to conduct work as assigned.Perform office opening and closing duties as assigned; ensure office and work environment are maintained in a neat and orderly condition.Assist Accounting Department with filing and entering data.Providing coverage for the scale clerk. ADDITIONAL RESPONSIBILITES Communicate effectively with others in person and over the telephone and radioDetermine disposal charges based on materials, weight, volume and type of vehicle.Measure vehicles and calculate volume and fees.Weigh loads using a digital electronic scale and custom software.Collect cash, issue receipts and make deposits of monies collected.Develop and maintain data reports.Greet and assist the public, explain landfill rules and fees, and direct users to appropriate areas of the facilities.May spot/screen loads, direct traffic and monitor unloading in the disposal and recycling areas.Inspect arriving loads for special, hazardous/prohibited materials to determine acceptability.Gathers, prepares, tabulates, checks, and proofreads financial data.Maintains various financial records requiring the use of some independent judgment within general procedures and policies.Post, check, balance, reconcile and adjust accounts and ledgers and make bank deposits to assigned accounts.Perform mathematical calculations in checking various accounting tables and reports.Balance and summarize cash receipts.Operate calculator, personal computer and other office machines.Perform light maintenance and housekeeping to maintain assigned work area, either indoors or outdoors, in a clean and orderly condition. Perform related duties as assigned. REQUIRED QUALIFICATIONS: Education and Experience: Any combination equivalent to: graduation from high school and four (4) years increasingly responsible clerical or secretarial experience related to municipal government or a related field. Licenses and other Requirements: Valid California Class C drivers license. Knowledge of: Modern office practices, procedures and equipment.Telephone techniques and etiquette.Policies and objectives of assigned program and activities.Applicable laws, codes, regulations, policies and procedures.Record-keeping techniques.Correct English usage, grammar, spelling, punctuation and vocabulary.Interpersonal skills using tact, patience and courtesy.Oral and written communication skills.Operation of a computer and assigned software.Methods of collecting and organizing data and information.Business letter and report writing, editing and proofreading.Basic arithmetic. Ability to: Perform varied and responsible secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail and provide clerical support to one or more departments.Ensure smooth and efficient office operations.Interpret, apply and explain laws, codes, rules and regulations related to assigned activities.Work independently with little direction.Compose correspondence and written materials independently or from oral instructions.Understand and resolve issues, complaints or problems.Maintain confidentiality of sensitive and privileged information.Determine appropriate action within clearly defined guidelines.Establish and maintain cooperative and effective working relationships with others.Maintain records and files.Compile and verify data and prepare reports.Operate a variety of office equipment including a computer and assigned software.Complete work with many interruptions.Plan and organize work.Meet schedules and timelines.Make arithmetical calculations with speed and accuracy. WORKING CONDITIONS: Work Environment: Indoor/Office environment.Constant interruptions.Driving a vehicle to conduct work as required. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Dexterity of hands and fingers to operate a computer keyboard.Hearing and speaking to exchange information in person and on the telephone.Sitting or standing for extended periods of time.Seeing to read a variety of materials.Bending at the waist, kneeling or crouching to file materials.Lifting, carrying, pushing and pulling light objects. The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed.

Keywords: Merced County Association of Government/Regional W, Merced , Administrative Assistant I, Administration, Clerical , Merced, California