Administrative Assistant

Job Description :

• Provide a secure, stable, and scalable infrastructure supporting business solutions that improve process and the services we provide to the County
• Under varied levels of supervision, performs clerical work in support of a departmental unit or program. Assignments vary from unit to unit and require knowledge of specific departmental procedures and practices of varying complexity and interpretation, depending upon the classification level.
• Levels differ by the routine or specialized nature of the activity undertaken, variety and complexity of program supported, the independence of action, latitude for interpretation, the amount of supervision received, and the degree of competency and skill required in carrying out the activity.
• EXAMPLES OF DUTIES:

1. Collects, enters, processes, sorts, and tabulates information according to departmental process and procedure. At higher classification levels, processes involve a wide range of procedures, research, decision making, and discretion.
2. Answers telephones, takes and relays messages and/or receives visitors.
3. Provides general information, instruction and assistance regarding programs and services to the public and other employees; answers questions regarding specific departmental procedures and practices; provides information over the telephone and makes appointments.
4. Prepares/compiles letters, memoranda, reports, case histories, invoices, statements, warrants, permits, charts, tables, claims, tax lists, deeds, court orders, mortgages and marriage license and records reports, bills, vouchers, receipts, lists, schedules, appointments, orders, notices and statistical data and other documents related to the area assigned.
5. Requests and accepts records and other information from a variety of sources. Inputs and maintains data into various database programs; posts information from various reports and documents to appropriate records. Audits and verifies documents and other records for a variety of purposes to include accuracy, legality, consistency
6. Operates a variety of office equipment such as computer terminals, calculators, fax, copier, information and image management systems, copiers, sorters, viewers and other office machines to enter and retrieve data, produce and/or process, materials to include correspondence, memoranda, reports, numeric data, requisitions, tabulations and statements.
7. Maintains manual and computerized alphabetical, numerical or subject matter files; sorts and files correspondence, bills, invoices, requisitions, demands, contracts, permits, applications, work orders, purchase orders, inter-office memoranda and a wide variety of other documents, records and similar media; pulls material from files; purges files as needed or scheduled.
8. Receives and issues receipts for a variety of fees and cash payments to include taxes, services, payments; balances cash with receipts; deposits and reconciles daily cash collections; maintains records of cash collected; distributes payments to proper code area; estimates and computes payments required to redeem delinquencies.
9. Makes mathematical calculations; assembles, tabulates and compares financial and other data; compiles a variety of data to include statements, claims, reports and payroll data.
10. Schedules appointments and meetings for individuals and groups; notifies attendees and prepares meeting material(s); records meeting results.
11. Allocates funds to correct accounts and reconciles differences; collects, distributes and accounts for checks/cash; records and deposits funds.
12. Assists in the training of other staff members as needed.
13. Stores and distributes office supplies; keeps a record of supplies needed, received and issued; compares bills and invoices against order sheets or purchases orders and against receiving records; May confer with vendors, order a variety of supplies, equipment and other items; may log, check and record the receipt and delivery of various purchases.
14. Prepares, composes, types or assembles information into proper form from outlined instructions or established procedures including letters, forms, records and reports from rough drafts, marginal notes or verbal instructions; types bills, vouchers, receipts, lists, schedules, orders, notices and statistical data.
15. Receives, sorts and distributes mail.
16. May transcribe a wide variety of dictation; file legal papers with the appropriate agency; maintain records of hearings in files or calendar books; record pleas, trials convictions, acquittals, sentences and dispositions of cases in accordance with departmental policies and procedures.

SUBMISSION REQUIREMENTS

• Advanced Computer Skills required
• Candidate required to work on-site

Experience - Option 1: Six (6) months of full-time office clerical experience gained at San Bernardino County office/department. Duties must include a tasks, including, public contact, computer usage, typing, filing, answering the telephone and data entry.
Experience - Option 2: One (1) year of full-time work experience performing clerical functions in an office environment. Duties must include a tasks, including, public contact, computer usage, typing, filing, answering the telephone and data entry.

Job Types: Full-time, Contract

Salary: $17.00 per hour

Schedule:

• 8 hour shift
• Day shift

Experience:

• Customer service: 1 year (Preferred)
• Admin Assistant: 3 years (Preferred)

Shift availability:

• Day Shift (Preferred)

Work Location: In person