Administrative Assistant I

The purpose of this position is to provide responsible administrative and clerical assistance in support of effective and efficient Summer Feeding Program operations; to assist in supervising program staff; to represent the program and County to clients and the public and provide professional, courteous customer service at all times, and to perform related duties as assigned. The class works within a general outline of work to be performed, and develops work methods and sequences under general supervision.

Examples of Duties:
ESSENTIAL TASKS:
The tasks listed below are those that represent the majority of the time spent working in this class. Management may assign additional tasks related to the type of work of the class as necessary.

Provides administrative support to the Program Director and other staff, performing such duties as scheduling and coordinating meetings and appointments, researching and compiling data for reports, preparing reports and correspondence, establishing and maintaining files, etc.

Evaluates office operations and makes recommendations for changes in order to maintain office productivity and efficiency.

Assists in supervising the daily activities of truck helpers and site monitors; supervisory duties include instructing, assigning and reviewing work, coordinating activities, maintaining standards, allocating personnel, acting on employee problems, and assisting with new employee selection.

Determines total meal counts; orders meals and completes consolidated records for reimbursement of funds.

Composes, prepares, types, copies, files, processes, mails and/or transmits various documents, which may include routine reports, forms, correspondence, memos, personnel records, financial reports, purchase requisitions, press releases, etc.

Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; screens calls as appropriate; takes messages as needed; greets and assists office visitors.

Performs other routine clerical work, which may include copying and filing documents, sending and receiving faxes, entering and retrieving computer data, assembling materials, ordering supplies, processing daily mail, maintaining lists and logs, etc.

Receives and responds to inquiries, requests for assistance and complaints in areas of responsibility.

Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.

Typical Qualifications:
QUALIFICATIONS

EDUCATION AND EXPERIENCE REQUIREMENTS:
Completion of Associate’s degree, vocational technical degree or specialized training that is equivalent to satisfactory completion of two years of college education with emphasis in social services, office administration or a closely related field, and four years of experience. (Completion of high school/GED. Two years of office administration experience preferred but not required)

CERTIFICATIONS AND LICENSES:
Must possess valid SC (state) driver’s license.

KNOWLEDGE, SKILLS, AND ABILITIES

Requires gathering, organizing, analyzing, examining or evaluating data or information and may prescribe action based on such data or information. Requires supervising or leading others by determining work procedures, assigning duties, maintaining harmonious relations and promoting efficiency. Requires performing coordinating work involving guidelines and rules, with constant problem-solving. Requires performing addition and subtraction, multiplication and division and/or calculating ratios, rates and percents. 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. 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.

COMPLEXITY/SCOPE OF WORK

TECHNICAL/PARAPROFESSIONAL: Work involves inspecting, measuring, or comparing to a standard; utilizing special training to perform a defined function; following standardized procedures, techniques, or procedures.

Perform specialized technical work involving data collection, evaluation, analysis, and troubleshooting, or reports on operations and activities of a department, or performs general coordination of individual or departmental activities; Example: May use descriptive statistics, advanced geometry or algebra; requires the use of a wide range of administrative and/or technical methods in the solution of problems; or perform master level trades duties.

Follow complex technical instructions, solve technical problems, or disseminate information regarding policies and procedures; may compose unique reports or analysis, or provide extensive customer service to internal or external clients.

Communicate to convey or exchange general work-related information or service to internal or external clients.

Perform semi-routine work involving set procedures, but which may require problem-solving, serve clients or co-workers, or respond to requests. Requires some decisions that affect a few co-workers.

FINANCIAL AUTHORITY

None.

TOOLS AND EQUIPMENT USAGE

Use computers for word processing, spreadsheets, PowerPoint presentations, or custom applications. 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.

PHYSICAL DEMANDS / WORK ENVIRONMENT

PHYSICAL AND DEXTERITY REQUIREMENTS:
Requires work involving: standing, walking under 1/3 of the time; talking or hearing 1/3 to 2/3 of the time; sitting over 2/3 of the time; and lifting up to 50 pounds under 1/3 of the time.

VISION REQUIREMENTS:
No special vision requirements.

POTENTIAL ENVIRONMENTAL CONDITIONS/HAZARDS:
The job may risk exposure to indoor environment, noise, and outdoor environment.

Supplemental Information:
This is a temporary, Monday through Friday 4 hour shift working April through September.