Administrative Assistant

JOB SUMMARY Performs general administrative functions by preparing various memos, letters, reports, forms, or other documents, including charts, graphs, etc., using applicable computer software; processes and enters relevant information and maintains tables and other tracking formats within various software programs; organizes and prepares information for internal and external distribution; answers questions and provides assistance to employees and others regarding District guidelines, procedures and practices; develops, coordinates, administers and maintains department records and other related information; serves as information liaison between department and internal/external customers; serves as liaison and scheduler for department meetings, applicable appointments, and other department related activities; performs other administrative duties and duties of a similar nature as may be required. ESSENTIAL FUNCTIONS - Provides general administrative support. Aids department staff with various administrative type duties. Coordinates office services, such as personnel, budget preparation and control, housekeeping, records control, and special management studies. Studies management methods in order to improve workflow, simplify reporting procedures, or implement cost reductions. Analyzes unit operating practices, such as recordkeeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures. Studies methods of improving work measurements or performance standards. - Coordinates collection and preparation of operating reports, such as time-and-attendance records and timesheets, terminations, new hires, transfers, budget expenditures, and statistical records of performance data. Prepares reports including conclusions and recommendations for solution of administrative problems. Reviews and answers correspondence. Schedules meetings, rooms and notifies those attending. May assist in preparation of budget needs and annual reports of organization. May conduct orientation of new employees and plan training programs. May direct services, such as maintenance, repair, supplies, mail, and files. May compile, store, and retrieve management data, using computer. May prepare payroll. May take reservations for various events. Maintains department records. May create PowerPoint presentations. - Provides general clerical support. Operates typewriter or computer to type and revise documents. Compiles material to be typed. Reads instructions accompanying material, or follows verbal instructions from supervisor or person requesting document, to determine format desired, number of copies needed, priority, and other requirements. Types and revises material such as correspondence, reports, statistical tables, addresses, and forms, from rough draft, corrected copy, recorded voice dictation, or previous version displayed on screen, using typewriter or computer and word processing software. Prepares and copies handouts. May verify totals on report forms and requisitions. May operate duplicating machine to reproduce copies. - Compiles data and types invoices and bills. Reads computer files or gathers records, such as purchase orders to compile needed data. Enters information into computer or computes amounts due. May type shipping labels. Operates keyboard or other data entry device to enter data into computer. Enters alphabetic, numeric, or symbolic data from source documents into computer, using data entry device, such as keyboard. Compares data entered with source documents, or re-enters data in verification format on screen to detect errors. Deletes incorrectly entered data, and re-enters correct data. May compile, sort, and verify accuracy of data to be entered. May keep record of work completed. Creates spreadsheets as appropriate and enters relevant data. Files correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order, or according to subject matter or other system. Reads incoming material and sorts according to file system. Inserts additional data on file records, completes reports, keeps files current, and supplies information from file data. Places cards, forms, microfiche, or other material in storage receptacle, such as file cabinet, drawer, or box. Locates and removes files upon request. Destroys files according to destruction schedule. Keeps records of material removed, stamps material received, traces missing files, and types indexing information on folders. May verify accuracy of material to be filed. May enter information on records. May examine microfilm and microfiche for legibility, using microfilm and microfiche viewers. May color-code material to be filed to reduce filing errors. May designate files according to subject. - Shares administrative support duties with departments throughout the organization. Operates Switchboard. Answers incoming and outgoing calls. Directs caller to destination. May supply information to callers and record messages. May keep record of calls placed. Processes and distributes mail. Sorts incoming mail for distribution and dispatches outgoing mail. Opens envelopes by hand or machine. Stamps date and time of receipt on incoming mail. Sorts mail according to destination and type, such as returned letters, adjustments, bills, orders, and payments. Readdresses undeliverable mail bearing incomplete or incorrect address. Examines outgoing mail for appearance and seals envelopes by hand or machine. May distribute and collect mail. May keep record of registered mail. Performs general receptionist duties. Greets guests. Determines nature of business, and directs guest to destination. - Performs other duties of a similar nature as may be required. MINIMUM JOB REQUIREMENTS EDUCATION - Candidate must possess an Associate degree, preferably with a concentration in Secretarial Science, Administrative Assistant or a closely related field OR the candidate must have completed sufficient coursework toward a Bachelor degree, from a 4-year degree program, in a declared major within a related field. EXPERIENCE - Candidate must possess three (3) years of experience in administrative assistant and/or administrative secretarial. OTHER REQUIREMENTS KNOWLEDGE, SKILLS, AND ABILITIES - Candidate must possess knowledge providing significant support to mid to senior level managers including budget preparation and management, presentation development, office management, and various other mid to senior level administrative assistant support. - Candidate must possess excellent verbal and written communication and interpersonal skills. Must be able to effectively manage multiple tasks and assignments and demonstrate strong organizational skills in a fast paced work environment. Proficiency with Microsoft Office software such as Excel, Word and PowerPoint is required. - Candidate must possess the ability to be reliable and punctual in reporting to work as scheduled. Pay Range: USD, Commensurate with Experience $21.91- $26.29 hourly Our Equal Employment Opportunity Statement Our Accessibility Statement Our Employee Benefits & Wellness Programs We offer a comprehensive employee benefits package including Health Insurance Coverage, Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans), Flexible Spending Accounts, Employee Assistance Program, Free Parking at our facilities, Corporate Discounts, and more We also have an active Health & Wellness Program that promotes a life/work balance. NEORSD supports the use of hybrid work as a way to help attract and retain talented individuals in public service, increase worker productivity and better prepares the agency to operate during emergencies. This position may be authorized for hybrid work. hybrid eligibility will be discussed during the interview process. DISCLAIMER: The information outlined in this job description indicates the general nature and type of work performed by employees within this classification. It is not intended to provide a comprehensive inventory of all duties, responsibilities or competencies required of employees within this classification.