Our client is seeking a temporary Administrative Assistant to perform a variety of technical administrative duties, including, knowledge of processing invoices and accounts payable.

DUTIES AND RESONSIBILITIES:

• Provides technical administrative support for an assigned department, division, and/or program, requiring substantial knowledge of the administrative procedures and practices of the area of assignment.

• Prepares and processes applications, licenses, bid documents, contracts, agreements, warrants, citations, claims, resolutions, ordinances, staff reports, and legal, official, and/or confidential documents requiring knowledge of assigned programs/projects, operations, and services and the ability to explain, interpret, and apply federal, state, and local laws, rules, regulations, codes, ordinances, and policies and procedures relevant to assigned area of responsibility.

• Serves as a liaison for assigned department, division, and/or program; receives, processes, and responds to public records requests, subpoenas, complaints, and other requests for information; researches, reviews, and organizes information; verifies compliance with legal and regulatory requirements.

• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.

• Organizes and maintains accurate and detailed databases, files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules, including archiving, scanning, and destruction of files.

• Works with the public and a variety of outside parties to ensure completion of applications, documents, forms, and supporting documentation related to assigned area of responsibility.

• Serves as recording secretary and provides staff support for assigned boards, committees, and commissions; prepares, posts, and distributes public hearing notices, agendas, and informational packets; prepares staff reports; coordinates meeting logistics and room set-ups; attends meetings, takes and transcribes minutes, and processes action items; prepares and posts public and legal noticing related to board, committee, and commission actions.

• Coordinates and provides administrative support for the development of consultant requests for proposal, advertising, and bid processes for professional and/or construction services; works with department staff to prepare project and technical specifications and scopes of work as well as project cost and time estimates; prepares and posts legal notices, attends bid openings, documents bid results, verifies that contractors meet requirements, and prepares staff reports with recommendations.

• Designs, creates, and edits a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and statistical reports.

• Researches, summarizes, and interprets data from various sources and prepares a variety of reports according to established procedures and practices; may submit reports to various local, state, and federal regulatory agencies.

• Assists management in performing and conducting studies and special projects; collects and compiles data; prepares draft reports; makes recommendations for changes in departmental administrative procedures, policies, and programs.

• Performs a variety of administrative office support duties such as scheduling and coordinating meetings, conferences, and trainings; coordinating travel arrangements; processing reimbursements; and ordering and maintaining office and other related supplies.

• Performs clerical accounting and financial support work; performs calculations; monitors budgets and accounts; determines and calculates required fees; processes, reconciles, and verifies cash and monies received; processes purchase orders, payment vouchers, check requests, and invoices.

• May attend and represent the organization at community events.

• May maintain websites and social media accounts by writing, editing, and proofreading content, and taking and editing photos and videos.

• Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

• Applicable federal, state, and local laws, rules, regulations, ordinances, and policies and procedures relevant to assigned area of responsibility.

• Operations, services, programs, policies, procedures, and processes of the department to which the position is assigned.

• Modern office management practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications.

• Record keeping and filing systems and methods.

• Methods and practices of technical data research, analysis, and report preparation.

• Basic business arithmetic and bookkeeping.

• Business letter writing and the standard format for reports and correspondence.

• Methods of preparing and processing various records, reports, forms, and other documents specific to assigned program, department, or division.

• English usage, grammar, spelling, vocabulary, and punctuation.

• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and staff.

Ability to:

• Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and policies and procedures relevant to assigned area of responsibility.

• Accurately and efficiently perform technical administrative work using independent judgment.

• Learn and understand the organization and operation of the organization and of outside agencies as necessary to assume assigned responsibilities.

• Gather, compile, interpret, summarize, and present administrative and technical information and data in an effective manner.

• Prepare, review, and present reports and other correspondence and communications in a clear and concise manner.

• Maintain accurate databases, records, and files.

• Maintain confidentiality and be discreet in handling and processing sensitive information and data.

• Compose correspondence and reports independently or from brief instructions.

• Accurately perform arithmetic and financial computations.

• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner.

• Organize own work, set priorities, and meet critical time deadlines.

• Effectively use computer systems, software, and modern business equipment to perform a variety of work tasks.

• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.

• Communicate effectively in English, both orally and in writing.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Experience:

Two (2) years of increasingly responsible and varied clerical support experience.

Full-time

Pay = $24/hr