Job Description
Under the supervision of the Administration Division Manager, the primary responsibility of the Administrative Assistant is to perform highly responsible and complex secretarial and administrative duties.
Typical Duties
Provide confidential administrative and secretarial support to the department including processing personnel action forms, new employee documents, and personnel files.
Develop office procedures and prepare all purchase orders.
Monitor all department expenditures, ensuring compliance with established purchasing procedures, and report any discrepancies to supervisor.
Provide assistance and information to the public or other agencies by letter, telephone, or in person, and furnish information or direct inquiries to the proper source.
Provide clerical support to the department including, answering and directing incoming calls, preparing correspondence, and maintaining vendor files.
Responsible for the development and maintenance of department personnel records .
Develop and maintain a complete and extensive filing system and ensure proper filing of all documents.
Calculate accurate payroll biweekly, including complex FLSA and overtime calculations.
Compose, type, and edit correspondence, reports, memorandum, and other materials requiring judgment as to content, accuracy, and completeness.
Assist with the preparation and consolidation of the annual department budget.
Assist with medical billing and cross train with administrative staff.
Verify accuracy of timesheets and maintain the attendance and time off records for all department employees.
Keep immediate supervisor fully and accurately informed concerning work progress.
Perform other activities as assigned by the Administration Division Manager.
Requirements
Must be at least 18 years of age and possess a High School Diploma or equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping or any equivalent combination of experience, education and training which provides the knowledge, skills and abilities necessary to perform the work.
A valid driver's license is required.
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