Administrative Assistant

REPORTS TO : Finance Director/Auditor

FLSA STATUS : Non-Exempt

CLASSIFICATION: Personnel System; requires satisfactory completion of a six month probationary period.

PAY GRADE: 13

SAFETY SENSITIVE: No

Purpose of Job

The purpose of this job is to provide administrative and supervisory functions and to coordinate/manage administrative operations within the department. Duties and responsibilities include, but are not limited to: supervising assigned employees; preparing budget and financial documents; preparing and processing correspondence, payroll, contracts, agenda items, and other documents; monitoring expenditures; reviewing documents for payment; acting as a liaison between department, government, public or with other departments; maintaining records; and performing additional tasks as assigned.

Job Related Requirements

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC’s safe driving policy.

Minimum Training & Experience Required to Perform Essential Job Functions:

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with three years of secretarial, governmental bookkeeping, accounting, computer applications and training or related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.

Associate’s degree in business, secretarial science or related discipline preferred.

Supervisory experience is preferred.

Must possess or have the ability to acquire Notary Public status.

Valid driver’s license required.

Essential Duties, Responsibilities:

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.


Assists in the training, orientation, and supervision of interns and temporary employees as needed.

Provides administrative assistance to Auditor to generate, compose, transcribe, edit correspondence, letters, memos, forms, reports, draft contracts, agenda items, and other documents in an effective and efficient manner.

Assists in the complex preparation and development of audit work papers and final reports

Maintains all Office Policies and Procedures and serves as the department contact for reference.

Prepares and processes purchase requisitions, authorizations for payment, travel advance/expense and reimbursement requests and budget transfers.

Schedules conference room usage, appointments, events, meetings and conferences for staff and maintains calendar of events.

Maintains Office Calendar which includes training schedules and when employees are out of the office.

Makes travel and accommodation arrangements when necessary.

Inventories office supplies and materials regularly and orders as needed.

Processes department payroll bi-weekly on Eden financial system and distributes payroll checks to employees.

Prepares all employment forms for new employees.

Answers the telephone and relays messages and/or returns or directs calls to the appropriate personnel.

Responds to routine inquiries regarding policies and procedures from staff, government employees, elected officials, and the public.

Represents department on government-wide committees as requested.

Serves as fixed assets coordinator for the Auditor’s office.

Attends training classes or seminars to stay current on policies and procedures on new computer software programs.

Issues keys to department employees and maintains key inventory and records.

Maintains contact information on personnel for emergency situations and inclement weather conditions.

Performs other related tasks or duties as assigned.

Knowledge, Skills, and Abilities

Knowledge of the policies, procedures, and activities of the Auditor’s Office as they pertain to the performance of duties relating to the position of Administrative Assistant.

Knowledge of the terminology used within the department.

Knowledge of general correspondence forms, expenditure transaction reports, other forms and reports, the Unified Government financial system, modern office practices and procedures, departmental policies and procedures, and procedures and methods as required in the performance of duties.

Ability to utilize various software packages.

Ability to utilize computers, fax machines, copy machines, dictation devices, and other office equipment.

Ability to communicate effectively with supervisors and other staff members.

Ability to use independent judgment in routine and non-routine situations.

Ability to compile, organize, prepare, and maintain an assortment of records, reports, and information in an effective manner and according to departmental and/or governmental regulations.

Ability to handle the required mathematical calculations.

Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.

Ability to plan, organize, and/or prioritize daily assignments and work activities.

Ability to comprehend and apply the regulations and procedures of the department.

Supplemental Information:

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including computers, fax machines, copy machines, and other office equipment. Must be able to use body members to work, move, or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.

LANGUAGE ABILITY: Requires the ability to read a variety of reports, time sheets, general correspondence, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare general correspondence, payroll time sheets, and spreadsheets using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.

INTELLIGENCE: Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas, to add and subtract totals, to multiply and divide, and to utilize and determine percentages.

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment (i.e., rulers, yardsticks, etc.).

MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using office equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as computers, fax machines, dictation equipment, copy machines, and other office equipment. Must have the ability to use one hand for twisting or turning motion while coordinating the other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking – expressing or exchanging ideas by means of spoken words). (Hearing – perceiving nature of sounds by ear). Must be able to communicate via telephone.