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Administrative Assistant I Job opening - Merced County Association of Governments state California ( Job openings )
Merced County Association of Governments , state California
( By Press Release office )
2022-10-17T00:00 - 2022-11-16T00:00 | 13 | 2
DEFINITION:
Under the direction of the Public Affairs Manager 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 and prepare agendas, 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; relieve the administrator of administrative and clerical detail.
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, note or rough draft, a variety of materials; prepare agenda materials, minutes and reports related to assigned activities; 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; coordinate travel arrangements for department staff as necessary; serve as a clerk 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 including the County 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.
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 driver’s 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 including the Brown Act.
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 including Microsoft Office suite; knowledge of agenda management software program(s) a plus.
Methods of collecting and organizing data and information.
Business letter and report writing, editing, and proofreading.
Creation and distribution of agendas.
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 time lines.
Make arithmetical calculations with speed and accuracy.
WORKING CONDITIONS:
Work Environment:
Indoor/Office environment.
Constant interruptions.
Driving a vehicle to conduct work as required.
P
hysical 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.
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