Administrative Assistant

Job Description

The essential function of the position within the organization is to provide administrative, organizational, and clerical support. The position is responsible for tasks of responsibility for the assigned department. The position works under general supervision independently developing work methods and sequences.

Duties and responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Prepare documents such as correspondence, memoranda, bids, reports, spreadsheets, e-mail, work orders, notices of receipt, requisitions, claims, evaluations, or permits observing strict confidentiality; performs research as necessary.

Serve as receptionist, screening telephone calls and visitors; provides information, routes persons to appropriate department/personnel, or takes messages; communicate on two-radio as required.

Process incoming departmental mail, open and route letters and parcels as appropriate; prepare outgoing mail and parcels.

Perform accounting tasks such as processing receivables and payables, preparing bank deposits, preparing payroll, creating purchase orders, handling petty cash, reconciling financial accounts, or monitoring expenditures; collect and process fees and/or payments for service.

Schedule and maintain calendar of appointments for assigned personnel; make travel arrangements; prepare expense reports.

Receive documents such as work orders from other City departments and route to appropriate personnel/departments; obtain City officials’ or department heads’ signatures on required documents.

Compile information/data and assist in preparation of departmental budget; reconcile expenses; perform Notary Public functions.

Organize and maintain files and record; destroy records as appropriate; performs data entry of specific departmental information.

Maintain inventory of supplies for area of responsibility; requisition and/or pick up supplies and/or office equipment; enter data and receiving tickets into database for Purchasing; perform periodic physical inventory.

Gather and maintain information/data to support periodic and special reports for the area of responsibility as directed; make copies and distribute to appropriate personnel/departments.

Attend staff, committee and other professional meetings to exchange information, represent supervisor, or take minutes; transcribe and distribute copies of minutes to appropriate personnel; organize and coordinate meetings as directed and prepares meeting agendas/packages.

Attend safety classes, reinforce and comply with company safety policies

Work harmoniously with ESG employees and the public and comply with ESG policies

Qualifications

Requires high school diploma or GED equivalency. The equivalent of one year of college or specialized vocational training in business management, computer technology, clerical skills, or a closely related field. Must have a valid state driver’s license and meet minimum driving standards.

Knowledge of:

Software programs for document processing and spreadsheet applications

Safety practices and procedures.

Skill in:

Using computer applications.

Interpersonal communication

Ability to:

Handle or use machines, tools, equipment or work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items, such as computers, peripherals, or software programs such as word processing, spreadsheets or custom applications.

Perform mathematical computations.

Working conditions

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The noise level in the work environment is usually moderate.

Physical requirements

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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be required. Employees shall perform all other duties as required.

Requirements

For Internal employees, please apply via Sharepoint: Click Here (https://forms.office.com/Pages/ResponsePage.aspx?id=ulEKN6BrH0C-S-h2glHJ1tPeHhqqyZEj16AqZpE8ApUNUFZNUlBN1M1S1RLVDVCVTRMTUNWUzFLWS4u)

Contact the recruiter above if you need assistance.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.