Administrative Assistant I Full-Time

Announcement Closes: Tuesday February 27, 2024 at 5:00pm

Dept/Div: Multiple/N/A ---- FLSA Status: Non-Exempt

General Definition of Work

Performs skilled administrative support work providing administrative support to department staff; receiving and processing incoming calls and visitors, preparing, and maintaining detailed and/or confidential records and files, and related work as apparent or assigned. Work is performed under the moderate supervision of the assigned supervisor.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Essential Functions

Specific to Solicitor’s Office:

Communications conducted in a timely, efficient, and professional manner. Written communications are clear and concise with correct grammar/punctuation.

Assists prosecutors in courtroom. Tracks proceeding and updates accordingly in Tracker.

Timely, efficiently, and pursuant to office policy coordinates/communicates with respective law enforcement agencies, Magistrate Court personnel, and District Attorney’s personnel.

Prepares and maintains assigned caseload in a consistent and organized manner and presents to appropriate supervising attorney in a timely manner relative to court date.

Timely, efficiently, and pursuant to office policy imports/manually enters data. Also requires scanning of images and documentation of evidence that is otherwise not “enterable” into case management system. Builds out case file folder accurately with appropriate indications when waiting on information or file needs specific direction. Prepare and incorporate appropriate forms/documents to be in file prior to attorney review.

Familiar with and in compliance with GCIC rules and regulations regarding manner of obtaining criminal history information and maintenance of records regarding same.

Multi-Departmental Essential Functions:

Acts as receptionist; greets visitors, citizens and customers; answers telephone; provides information, answers questions and responds to inquiries or complaints; forwards calls to appropriate party; assists the public with the completion of records, applications, etc.; directs visitors to appropriate party.

Performs research, coordinates with other departments and agencies.

Types a variety of documents including correspondence, forms, reports, purchase orders, requisitions, resolutions, ordinances, proclamations, and related documents, etc., where a knowledge of format and presentation is necessary, answers routine correspondence independently.

Enters a variety of data into computer system; checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures; enters and retrieves sensitive and restricted information into computer system.

Maintains daily calendar of appointments; makes travel and lodging arrangements; assists with event preparation and catering.

Prepares and maintains a variety of office files, accounts, and other records; complies information and verifies data.

Collects payments and fees; issues receipts; assists with processing accounts receivable, accounts payable, payroll, budgetary and other financial data; reconciles invoices with payment vouchers; prepares daily deposits; prepares bills.

Receives, sorts, processes, and distributes incoming and outgoing mail.

Operates a variety of standard office equipment; performs light maintenance on photocopy and scanning equipment.

Maintains inventories and orders supplies; prepares purchase orders.

Encourages and promotes a culture of excellent service.

Knowledge, Skills and Abilities

General knowledge of standard office and receptionist procedures and the operation of a multi-line telephone; general knowledge of the functions and activities of the County; ability to speak clearly, understand and follow written and oral directions; ability to operate standard Office, computer and word processing equipment; ability to type on a typewriter or computer efficiently; ability to establish and maintain effective working relationships with associates, clients and the general public.

Education and Experience

High school diploma or GED and moderate experience in administrative support and office operations, or equivalent combination of education and experience.

Physical Requirements

This work requires the frequent exertion of up to 10 pounds of force and the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel, frequently requires walking and repetitive motions and occasionally requires standing, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no

exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

May require specific certifications and/or licenses depending upon departmental assignment.

May require specific training depending upon departmental assignment.

Favorable background history as determined by review of local, State and Federal records.

Last Revised: 11/06/2023