Administrative Assistant

Essential Tasks

The tasks listed below are those that represent the majority of the time spent working in this class. Tasks require proficiency with PC Windows-based software, including word processing and spreadsheet applications.  Management may assign additional tasks related to the type of work of the class as necessary.

Provides administrative and clerical support to the assigned unit supervisor , performing such duties as scheduling meetings and appointments, maintaining calendars, composing routine memos and letters for supervisor’s signature, transcribing minutes, typing memos and correspondence, compiling information as requested.

Answers the telephone; provides information and assistance as requested; forwards calls to appropriate staff person; greets and assists office visitors; provides professional, courteous customer service at all times.  

Coordinates work order request calls from customers to Richland County Utilities Technicians with clear information.

Assists in coordinating division / department activities with those of other divisions, departments, agencies, and other professionals as appropriate; researches and provides agencies and individuals with department information as requested and as appropriate.      

Assists Manager of Administration with Purchase Order requisitions, inventory, and ordering.  Assisting with verifying invoices and send to Accounts Payable for payment.

Performs basic bookkeeping work as required, including receiving and recording various payments from customers, managing petty cash, preparing requisitions, balancing and reconciling petty cash, and reviewing basic financial records and receipts for accuracy and completeness.

Provide monthly and weekly reports of all monies collected to the finance department in timely manner.

Maintains effective record-keeping systems; enters data into computer and assists in maintaining accurate databases; prepares spreadsheets

Review and coordinate e-TrakIt system.

Collects and compiles data as requested; prepares, gathers, and assembles information as necessary for special projects.

Assists co-workers with various administrative and clerical duties as necessary; Collects and compiles data as requested; prepares, gathers, and assembles information as necessary for special projects.

May assist in maintaining accurate, up-to-date and confidential department personnel records, including but not limited to general employee files, personnel action forms, performance evaluations, insurance benefits and worker’s compensation records and claims.      

Performs other general clerical work as required, including but not limited to compiling data for reports, copying and filing documents, entering and retrieving computer data, processing daily mail, disseminating memos / information to department staff, ordering office supplies and maintaining inventory records, maintaining lists and logs, etc.         

Receives and responds to employee / public inquiries, concerns and complaints and requests for assistance in areas of responsibility.  

Involvement With Data, People, And Things

Data Involvement:

Requires gathering, organizing, analyzing, examining or evaluating data or information and may prescribe action based on such data or information.

People Involvement:

Requires giving information, guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistants.

Involvement With Things:

Requires handling or using machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner.

Cognitive Requirements

Reasoning Requirements:

Requires ability to acquire overall understanding of the work environment and process, and performing semi-skilled work involving set procedures and rules but with frequent problems.

Mathematical Requirements:

Requires using addition and subtraction, multiplication and division, and/or calculating ratios, rates and percentages.

Language Requirements:

Requires reading technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word form.

Mental Requirements:

Requires doing clerical, manual or technical tasks requiring a wide range of procedures and requiring intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Vocational/Educational And Experience Preparation

Vocational/Educational Preparation:

Requires completion of high school degree/GED and one to three years of experience, or requires Associate’s degree, vocational technical degree or specialized training that is equivalent to satisfactory completion of two years of college education with emphasis in office management, secretarial science, business administration or a closely related field.

Special Certifications And Licenses:

Must possess a valid state driver’s license.

May be required to possess or obtain Notary Public certification.

Experience Requirements:

Requires over one year and up to and including three years.

Prefer accounting and bookkeeping experience with skills in Microsoft Excel and Word.

Americans With Disabilities Act Requirements

Physical And Dexterity Requirements:

Requires sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.

Environmental Hazards:

The job risks exposure to no known environmental hazards.

Sensory Requirements:

The job requires normal visual acuity and field of vision, hearing and speaking ability, color perception.

Judgments And Decisions

Judgments And Decisions:

Responsible for guiding others, requiring a few decisions affecting a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions but with some variations from the routine.

Ada Compliance

Richland County is an Equal Opportunity Employer.  ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities.  Prospective and current employees are invited to discuss accommodations.

Compensation Minimum: $17.85