POSITION DESCRIPTION



POSITION DESCRIPTION

Job Title: Administrative Assistant

Reports To: Assistant Administrative Services Manager

Department: Administrative Services

FLSA Status: Non-exempt

| |

Job Summary:

Perform a variety of duties to ensure the smooth operation of District customer services, administrative services, secretarial duties, and other support functions by providing assistance and back-up to organizational departments.

Essential Functions:

Undertake the clerical and administrative functions of departments, as needed, by providing services such as typing, filing, answering phones, entering data, sending routine customer letters, keeping meeting minutes, and posting meeting schedules.

Analyze different department needs by interpreting correspondence unique to each department, understanding particular department software and computer screens, and demonstrating knowledge of department activities in order to be able to assist and back-up appropriately.

Handle and coordinate information. Inform Facilities Technician and cleaning staff of needed activities. Log and categorize calls. Handle confidential information. Demonstrate knowledge of specific employee locations in order to disseminate information correctly. Collect news clippings for distribution. Follow instructions, collect and handle other information as assigned.

Provide customer service by handling customer calls, directing calls to the appropriate resource and handling customer concerns effectively.

Perform physical tasks such as assisting with meeting room set-up and clean-up, provide shopping and catering services when needed, set-up audiovisual equipment upon request. Provide weekly delivery of money to public utilities and make bank deposits as needed. Assist and back-up the Facilities Technician and Facilities Assistant as required.

Provide delivery management duties using Synergen and Access as needed.

Maintain internal and external meeting and training schedules and revise schedules to account for changing situations.

Maintain good public relations within the District and with external vendors, contractors and consultants.

Non-Essential Functions:

The desirable, but not critical aspects of the job.

Minimum Job Requirements:

The specific minimum abilities required for job performance, such as:

Education: High school diploma and equivalent

Experience: One to three (1-3) years experience in a multi-functional organization

Specific Skills: Microsoft Office proficiency

Specialized Knowledge, Licenses, etc:

Basic knowledge of office functions

Valid Ohio driver’s license and a driving record in accordance with

The District’s insurance carrier

Supervisory Responsibilities, if any:

None

Working Conditions:

General office environment with occasional driving District vehicles

Physical Demands:

A majority of time spent sitting, with up to 20% time spent standing and walking with occasional stooping and kneeling, and 10% time spent lifting up to 40lbs.

Interfaces:

Internal: Interfaces with District personnel throughout the organization.

External: Interfaces with general public, agencies, and other corporations.

Success Factors:

Self starter with initiative

Flexibility

Detail conscious

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job. At the employee’s request, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

To be considered for this position, all diplomas, licenses and other credentials must be on file before bidding closes.

12/1/03

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download