Class Code: 00041
ADMINISTRATIVE AIDE
SUMMARY: Under
close to general supervision, performs a variety of technical level
administrative support work.
TASKS:
·
Interacts with
the public, County staff/officials, media personnel, officials/staff from other
governmental entities, or vendors in order to obtain goods/services, assist
them in using Department services, equipment, programs, and/or facilities,
collect fees, answer questions, or identify their service needs.
·
Composes/prepares
a variety of correspondence, notifications, forms, meeting minutes, and related
documents in order to communicate information to staff and/or the public.
·
Proofreads
correspondence, printouts, summary reports, or on screen data in order to
identify data entry errors.
·
Updates/maintains
a variety of databases/spreadsheets in order to facilitate information
recording, storage, and retrieval and/or to track activity/volume of work.
·
Maintains
adequate amounts of a variety of supplies, materials, services, and equipment
in order to ensure availability of items and/or services needed for efficient
operation.
·
Processes
requests for Department materials/information received by phone, fax, email, or
in person in order to provide requested materials/information.
·
Archives/retrieves
records/files in order to conserve space and ensure availability of older
records.
·
Files a variety
of correspondence, documents, requests received, and other forms/materials in
order to provide documentation of activities and comply with Department/State
records management, and Department operating policies and procedures.
·
Sets up a
variety of files in order to facilitate case or work management and tracking
and facilitate storage and retrieval of information.
·
Processes
supplies, materials, and equipment received in order to maintain inventory.
·
Retrieves
information/summary reports from a variety of databases/ spreadsheets in order
to facilitate data/trend analysis, and/or provide data/information to staff,
County officials, and/or the public.
·
Follows-up a variety
of special assignments, projects, and related matters in order to ensure
assignments, projects, etc. are completed in a timely manner and/or by
established deadline.
·
Instructs staff
in the use of a variety of office equipment and activities in order to ensure
that employees use the equipment properly and complete assignments correctly.
·
Creates a
variety of databases/spreadsheets in order to capture/manipulate data and/or
facilitate preparation of a variety of summary/statistical reports.
·
Performs related
work as required.
KNOWLEDGE,
ABILITIES AND SKILLS – REQUIRED AT TIME OF HIRE: (Applicants are expected to possess the required
Knowledges, Abilities, and/or Skills listed below prior to being hired for
positions in this job title.)
·
Knowledge of English spelling, grammar, and
punctuation.
·
Knowledge of procedures for operating various office equipment, including personal computers.
·
Ability to operate a personal computer to prepare a
variety of correspondence, notices, schedules, and related materials using a
variety of software/applications.
·
Ability to multi-task.
·
Ability to work with limited supervision.
·
Ability to prioritize work activities for self
and/or subordinates.
·
Ability to operate a variety of standard office
equipment.
·
Ability to compose letters, memos, and related
documents covering a variety of routine work related topics.
·
Ability to enter data into a variety of
spreadsheet/database applications.
·
Ability to work effectively in high stress
situations.
·
Ability to sort/file materials alphabetically,
chronologically, and numerically.
·
Ability to compare invoice to package contents to
identify discrepancies.
·
Ability to identify errors in account numbers,
dates, amounts or related information.
- Ability to serve the public and fellow employees
with honesty and integrity in full accord with the letter and spirit of
- Ability to establish and maintain effective
working relationships with the general public, co-workers, elected and
appointed officials and members of diverse cultural and linguistic
backgrounds, regardless of race, color, religion, age, gender, ethnicity,
disability, sexual orientation, marital status or political affiliation.
KNOWLEDGE,
ABILITIES AND SKILLS – NOT REQUIRED AT TIME OF HIRE BUT EXPECTED TO BE
DEVELOPED ON THE JOB (The
Knowledges, Abilities, and/or Skills listed below, although considered to be
necessary in order to perform the work of this job title, are not required at
time of hire.)
·
Knowledge of the general operating policies and
procedures of the
·
Knowledge of established policies and guidelines
regarding confidentiality of information.
·
Knowledge of the chain of command in the
·
Knowledge of established customer service policies,
procedures, and techniques.
·
Ability to understand, follow, and explain a
variety of
·
Ability to read and understand data/information
from a variety of computer spreadsheets, printouts, or related documents.
·
Ability to learn/perform a variety of work
activities in assigned Department.
·
Ability to use a variety of office software
applications, including browsers, word processing, database, spreadsheet,
and/or presentation applications to prepare a variety of documents, forms,
and/or related materials.
DESIRABLE TRAINING AND EXPERIENCE:
Graduation from high
school; three (3) years
full time secretarial/administrative support work involving some
spreadsheet/database maintenance; or any equivalent combination of training and experience.
GENERAL
INFORMATION
Bargaining Unit: White
Collar
FLSA Status: Non-Exempt
Code of Ethics
Certification: No
Class Spec. Estab./Revised:
E 01/1991 R 06/2004