Part Time Administrative Aide

Job Description

This is administrative support work in coordinating, monitoring, and facilitating administrative actions and processes. The work requires a knowledge of administrative techniques, methods, and procedures and requires specialized skills in researching, compiling, analyzing, and presenting data, which is usually gained through a combination of training and related experience. Responsibilities may include overseeing and monitoring the work of others. Contacts require skills in understanding and influencing people and are important in resolving work related problems or complaints. The work is standardized in that tasks are covered by substantially diversified procedures and specialized standards, requiring the use of judgment in search for solutions or new applications. The work is performed in an office environment though an employee may be required to deliver or pick up mail, documents, supplies/materials, or work in the call center answering phones. Operates personal computers, copiers, and other standard office equipment. The physical demands consist mainly of moving from one work location to another, sitting, or standing at a work station for extended periods of time, using standard office equipment on an ongoing basis, and, dependent upon assigned work location, may be required to lift objects weighing up to 15 pounds. The work is performed under limited supervision where the work assignments are subject to established procedures, practices, precedents, methods, techniques, standards, and, or well-defined policies, and the worker plans and organizes the work, determines their own priorities, and the work is reviewed, usually after the fact, in terms of quality, volume, timeliness, and for adherence to established methods, standards, and policies.

Examples of Work

• Researches, compiles data, prepares reports and correspondence.
• Prepares budgets, monitors expenditures, and purchases materials.
• Coordinates, monitors administrative matters such as tracking of legislation, processing of applications or case records, hiring of personnel, responding to complaints, or resolving work related problems.
• Recommends, coordinates, and implements administrative practices and procedures to facilitate work processes and accomplish unit activities.
• Interprets laws, rules, regulations, policies, for the purpose of answering inquiries, resolving complaints, or to resolve work related problems.
• Prepares correspondence relating to administrative activities for the purpose of presenting information or resolving complaints or work-related problems.
• Maintains administrative records and files.
• May oversee and monitor the work of others.
• Attends meetings to provide or clarify information, facilitate processes, resolve problems, or to represent superiors in important administrative matters.
• Operates standard office equipment such as personal computer using word processing, spreadsheet, database, and other related software, copiers, and related equipment.
• Demonstrates proficiency in the City of Jacksonville's competencies.
• Performs related work as required.

Knowledge, Skills and Abilities

• Knowledge of administrative practices, methods, and procedures relating to administrative support areas.
• Knowledge of the laws, ordinances, regulations, and departmental/divisional policies and procedures associated with assigned work.
• Knowledge of research and statistical methods and techniques.
• Ability to oversee and monitor the work of others.
• Ability to coordinate and monitor administrative activities.
• Ability to research and compile data, prepare written reports and correspondence.
• Ability to interpret laws, rules, and regulations.
• Ability to make and verify mathematical calculations.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain working relationships with other employees and the general public.
• Ability to operate standard office equipment such as personal computers using word processing, spreadsheet, database and other related software, copiers, and related equipment.
• Dependent upon assignment, ability to travel between various locations.

Open Requirements/Supplemental Information

OPEN REQUIREMENTS:

• Four (4) years of education and/or experience in administrative work or related area.