Our client has an immediate need for a bilingual Administrative Assistant for a temporary assignment to perform a variety of routine to complex office administrative support duties requiring thorough knowledge of the assigned department and/or work unit, its policies and procedures, and operating details; performs skilled word processing, data entry, and typing; prepare correspondence using independent judgment in content and style; interact frequently with the public and explains organization’s and/or departmental policies and procedures; and performs related work as required.

Duties and Responsibilities:

• Perform a wide variety of routine to complex administrative duties to support departmental/ divisional operations, including filing, preparing records and monthly reports, accounts payable, cashiering duties, and ordering and maintaining office and other related supplies.

• Perform skilled word processing, data entry, and transcription using independent judgment and discretion in preparing correspondence and reports.

• Copy, compare, or compile data to produce monthly statistical reports for managers by checking data, making necessary corrections, and producing data in final form.

• Research records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries.

• Gather, assemble, update, and distribute a variety of department-specific information, documents, forms, records, and data as requested; prepares and maintains a variety of databases and reports.

• Assist in providing telephone and/or counter support to the public and staff; responds to inquiries by explaining procedures; provides general information; distributes forms and other documents as requested; provides detailed review of forms to assure completeness; refers callers/visitors to the appropriate department; takes and relays accurate messages; transfers callers to voicemail when necessary.

• Respond to the public and staff inquires regarding department and/or organization’s policies, procedures, and timelines; explains and applies policies and procedures as required to assure timeline compliance; monitors timelines; resolves problems of a moderate complexity within areas of responsibility.

• Type, originate, format, proofread, and distribute a wide variety of reports, letters, and memoranda, including agenda items, bid documents, regulatory submittals, and documents associated with departmental projects and programs; types from rough drafts or verbal instructions; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.

• Organize and maintain various administrative, reference, imaging, and follow-up files; purges files in accordance with the records retention policy.

• Assist in the records management and retention function, including scanning, editing, and indexing all official documents, paperwork, and records; assists with the destruction of records in compliance with applicable laws, rules, and regulations; receives and assists with public requests for information and records.

• Receive payments and fees from the public in the form of cash and check; issues receipts; posts information to departmental, fiscal, or other records; collects and submits data for reports pertaining to assigned functions.

• Check and tabulate standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.

• Verify and review 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.

• Assists in planning, organizing, and coordinating sponsored events.

• Operate a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, and multi-line telephones; may operate other department-specific equipment.

• Maintain accurate records of work performed.

• May participate in department-specific complex technical and specialized programs, processes, and procedures, including business licensing, code enforcement, building and safety, permit issuance, records management, and related services; may serve as back-up for department technical staff.

• Maintain management staff calendars and schedules appointments.

• Assist with processing incoming and outgoing mail; receives shipments; compares packing slips with received goods; matches invoices with packing slips to assure accuracy.

• Perform duties of a disaster services worker in event of an emergency.

• Perform related duties as assigned.

Qualifications

Knowledge of:

• Modern office administrative support practices and procedures, including the use of standard office and computer equipment.

• Computer applications related to the work, including word processing, database, and spreadsheet applications.

• Applicable codes, regulations, policies, technical processes, and procedures related to the department to which assigned.

• Principles and procedures of financial record keeping and reporting.

• Principles and practices of data collection and report preparation.

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

• Business arithmetic and statistical techniques.

• Record keeping principles and procedures.

• Alphabetical and numerical filing methods.

• 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:

• Perform responsible administrative support work with accuracy, speed, and general supervision.

• Provide varied and responsible office administrative work requiring the use of tact and discretion.

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

• Interpret and apply administrative and departmental policies and procedures.

• Respond to and effectively prioritize multiple phone calls and other requests for service.

• Compose correspondence and reports independently or from brief instructions.

• Understand and carry out oral and written directions.

• Make accurate arithmetic, financial, and statistical computations.

• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.

• Establish and maintain a variety of filing, record-keeping, and tracking systems.

• 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.

• Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.

• Use English effectively to communicate in person, over the telephone, and in writing.

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

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

Full-time

Pay = $26/hr