Administrative Assistant

Receives general supervision from the Office Manager/Secretary to the Board. May receive functional supervision from the General Manager, Deputy General Manager, other managers, and the Senior Administrative Assistant/Records Specialist. Incumbent may assist in training contract office support personnel.

Primary Duties

1) Communications and Reception:

• Perform receptionist duties; answer telephones and provide information to callers, take messages, or transfer calls to appropriate individuals. Greet visitors or callers, handle their inquiries by determining service need and directing them to the appropriate person(s) to respond to their need.
• Follow standard operating procedures for receiving, documenting, and notifiying designated staff of sewer service, street sweeping, odor control, and customer concern calls.
• Assist in scheduling, organizing and coordinating meetings, events and training, including order and pickup of refreshments.

2) Routine Tasks and Documentation:

• Perform a wide variety of general secretarial duties including filing, copying materials, assembling documents, and ordering office supplies and materials.
• Edit, type, and/or proof a variety of documents including reports, memoranda, letters, meeting minutes, contracts, bids, work orders, purchase orders, and spreadsheets following standard District format.
• Operate a variety of office machines including computer equipment, multi-line phone system, mobile phones, radios, postage meters, microfiche, fax machines, and photocopy machines.
• Receive, sort, and distribute incoming and outgoing correspondence.
• Record, update, and retrieve information from electronic and hardcopy logs, files and databases including document and visitor logs, work orders, equipment records, permit log files and central office inventories of equipment and supplies.
• Update resource materials and maintain a variety of manuals.

3) Records Management:

• Research, code, and retrieve information in electronic records management system. Retrieve files from central records storage system and engineering/construction files. Set up new files. Assist others in locating information and using records management system.
• Code, sort, punch and file hardcopy documents.

OTHER ASSIGNED DUTIESAssists in special administrative projects such as researching, verifying and correcting historic or current records, and compiling information for various reports. Assumes responsibility for covering a part of the work assignments of co-workers during short absences as assigned. Participates in District committee and staff functions. Participates in teams engaged with process and customer service improvements and cross-training. Performs other work consistent with the responsibilities assigned to the classification and necessary to the effective operations of administrative support services and the District.

Qualifications

Education: High School Diploma or equivalent. Successful completion of college courses in office or business administration is highly desirable.

Experience: One (1) year of full-time paid work experience in a centralized administrative office environment involving receptionist and documents production, distribution and filing.