Administrative Assistant

ADMINISTRATIVE ASSISTANT

PAY PLAN: 110 - $ 30,998.00 minimum salary

Purpose of Classification

Performs secretarial and administrative work in support of assigned department function. Duties include receiving documents; entering data into automated systems, verifying data and processing transactions. Positions in this class perform routine data entry and identify needed corrective actions to resolve discrepancies; answer questions; and maintain documents and records.

Essential Functions

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Drafts correspondence, memoranda, etc., for the supervisor's signature/response; transmits information to county departments as needed.

Schedules and organizes events and/or meetings; sends out invites and makes follow up calls; performs special projects or conducts research and analysis as assigned.

Creates and implements the use of forms as needed to simplify administrative operations; answers phone calls, responds to e-mails, scans and sends documents, and relays messages to peers and director.

Receives and processes documents for assigned department. Reviews documents for completeness and accuracy; pair documents to related information such as matching purchase orders to invoices and/or matching payments to account files/billings, etc.

Calculates, posts, and/or enters data into the automated system; reviews preliminary reports; verifies data entry's accuracy; identifies and initiates needed corrective actions; and submits transactions for system processing.

Runs reports; copies and/or distributes reports; establishes and maintains both automated and manual records and files; and performs record retention tasks as dictated by County policy.

Prepares, reviews, and processes purchasing documents. Maintains assigned inventory; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming shipments; reviews and codes invoices and forwards for payment.

Provides assistance and information to employees, managers, vendors, citizens, local businesses, and/or and other interested parties regarding assigned department functions; serves as liaison between supervisors, vendors, and other departments in regards to department policies and activities. Explains policies and procedures.

Prepares various department documents requiring knowledge of department policies, programs, and procedures and which may involve researching, compiling, analyzing, retrieving and/or summarizing data.

Additional Functions

Performs other related duties as required.

Minimum Qualifications

High School graduation or its equivalent, and at least three (3) years of responsible secretarial and administrative experience dealing with the public (college or business school courses may be substituted equally for up to one (1) year of experience), OR- any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Strong computer skills in Outlook, Word, Excel and PowerPoint. Excellent interpersonal skills. Must be able to read and write English/Spanish. Thorough knowledge of modern office practices and procedures and the use of office machines and equipment. Must have a valid Texas Driver's License.

ADA Compliance

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

This position is subject to a six (6) month probationary period prior to Civil Service eligibility. Must submit to a Civil Service Clerical Exam.

BENEFITS:

Cameron County Offers Excellent Fringe Benefits, Including: Health and Life Insurance Protection, Sick and Annual Leave, Retirement System and Paid Holidays. Cameron County has a mandatory direct deposit payroll program.

AA/EEO/MFD EMPLOYER