Office Assistant Af

An Office Assistant performs receptionist duties, typing and filing correspondence, memoranda, reports, processing purchasing requests, cash handling, Xeroxing/scanning, staff scheduling, and may coordinate the daily work activities of others.
Education / higher education: High School Graduate or equivalent
Minimum number of years of directly related experience: Two years' experience in a similar office/administrative position
Education and/or experience preferences: AA Degree with studies for Administrative Assistant, secretarial studies, or two years college-level coursework with classes in English grammar and composition, math, accounting and other related subjects.
At least two years related experience using Microsoft Software used in the office environment; prefer experience with Groupwise and Sungard/HTE software.
Driver's License requirement: Infrequent Driver -- Regular Driver's License Required Endorsements: None
Note -- For any driver, driving record must always meet City driving and insurability standards.
Required certifications, licenses or registrations: in some areas, incumbent may be required to be certified in First Aid, CPR, AED, Cash Handling and Defensive Driving.
Preferred certifications, licenses or registrations: Notary Public
Knowledge: Knowledge of Department/Division procedures, office procedures, and software.
Skills: Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position (must test at or above 30 net WPM).
Use of technology, equipment and software typically used in the office environment.
Make arithmetic and mathematical calculations quickly and accurately; Understand and follow oral and written instructions; Organize, coordinate and complete tasks to meet scheduled deadlines.
Complete work assignments with minimal supervision; operate computers and other modern office equipment, including online computer systems and related equipment.
Abilities: Ability to read, comprehend and carry out detailed but routine written or oral instructions.
Ability to write short routine correspondence and memos.
Ability to effectively present information to employees and customers.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent.
Ability to deal with problems involving numerous concrete variables in standardized situations.
KSA's specific to assignment in the Library: Knowledge of library procedures, library system software.
Interaction with Groups/Agencies/Entities: Internal: Works with department supervisors, managers and directors on routine assignments and special projects.
Maintains harmonious, courteous, and understanding relationships, while fostering a collaborative teamwork environment.
External: Works with vendors, contractors, customers, the general public, or public officials on routine problems and issues in a courteous and efficient manner.
Presents a friendly, courteous image for the City to the general public, visitors, and public officials.

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

* Administrative Functions - Maintain calendars and schedules of activities, meetings and various events; set meetings and appointments; coordinate activities with other City departments, the public and outside agencies; coordinate travel arrangements; ensure that meeting facilities are prepared.
May attend meetings, take and transcribe minutes; coordinate and participate in the preparation and processing of agendas; ensure that staff reports are typed; ensure that agenda packet is complete including all staff reports and related supporting documents; coordinate the duplication, collation, and distribution of agenda packets.
Verify and review materials for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records and reports.
Make copies and assemble materials for distribution to employees, managers, and public officials.
Compose correspondence related to assigned responsibilities; type and proofread a wide variety of reports, letters, memos, forms, and statistical charts; type from rough draft, verbal instructions or recordings; may sign and distribute correspondence.
* Operations - Compile, tabulate, maintain and organize data and background material and prepare a variety of statistical, financial, operational and special project reports and records, using various software and databases that may be specific to the assigned Department or Division.
Acts as liaison between staff and the Director, providing information, researching and answering questions and assuring staff are kept informed of all administrative decisions/changes within the City structure.
Coordinate and assume functional responsibility for oversight of the work of other office support staff and/or volunteers, acting as lead, prioritizing and assigning tasks, reviewing the work of others and keeping the Director/Manager apprised of work progress and challenges.
* Customer Service - May act as receptionist to the Department/Division.
May receive incoming telephone calls, requests, and complaints in order to ensure timely resolution of issues; receive monies from the general public, issue receipts for taxes, permits, and licenses, and maintain files on all transactions.
Research information from City files, minutes, regulations, and legal documents for the general public, employees, vendors and contractors, and public officials.
* Programs - May process program registrations, withdraws, adjustments and refunds.
May assist with (or may manage) special events, programs and activities as assigned.
May update websites.
* Finance, Accounting Payroll, Budget - Coordinate the collection and preparation of operating reports including time and attendance records, terminations, new hires, transfers, leave, performance statistics; enter data into various spreadsheets and/or databases; monitor and report to the manager or supervisor on variances including vehicle and equipment utilization, maintenance, contractual agreements services and obligation of the department or program, and the department or program budget.
Coordinate collection, preparation and monitoring of budget expenditures; prepare budget modifications and recommendations for management review and approval.
May process refunds or make daily deposits to bank.
* Office Environment -- Oversee contractor and vendor services including computer and office equipment acquisitions, maintenance and repairs, facilities maintenance, records management and coordinate the purchase and installation of computer and office equipment; maintenance and control of inventory supplies in accordance with the procurement code and City credit card policy standard operating procedures.
Tracks and receives deliveries and routes them to proper person/area.
Establish, organize and maintain filing systems; perform record keeping for various funds and expenditures; maintain inventory records and other department and program files.

* Additional functions if assigned to the Library: Processes orders from selectors using vendor systems, online and other resources including difficult to obtain items from specialized vendors and out-of-print dealers.
Applies all pertinent fund accounting and patron information correctly.
Notifies selectors of any problems with availability, duplication, or format; places holds on patron request-orders; assist selectors in proper ordering procedures.
Participates in the management of standing orders and continuations.
Transmits orders using EDIFACT file transfer protocol or other means when necessary.
Monitors all open orders, order confirmations, back orders and cancellations.
Trouble shoots problems with vendors that are identified during transmittal of orders or upon receipt of materials.
Returns all damaged or defective items on a timely basis.

* Responsible for contact and order information, and maintaining professional relationships with vendor account specialists.
* Utilizes vendor systems effectively to apply appropriate fund and location information to orders.
Downloads bibliographic and order records into the Sierra system or creates records as needed.
Ensures that records meeting the quality control standards for the system.

* Unpacks new library materials and invoices new library materials in a timely and precise manner.

* Distributes materials to appropriate technical services staff for cataloging and processing in a timely manner.
* Works with the Administrative Assistant to establish purchase orders, ensures invoices are paid correctly and on a timely basis, and that correct credit and discounts are received for all orders.
* Assists with other acquisitions and fund accounting tasks.
Maintains vendor records and assists with establishing EDIFACT ordering and order confirmations procedures.
* Acts as backup in Technical Services in various areas as needed to maintain workflow.

Additional functions if assigned to the Senior Center ("MSC"):
* Volunteer Program - Coordinates with Sandoval County Senior Programs regarding the Retired Senior Volunteer Program (RSVP); recruits volunteers, collected and reviews timesheets; maintains volunteer database.
Creates and maintains volunteer job descriptions, training manuals and materials, policies and procedures, etc.
Produces reports on volunteer activities.
* This position coordinates the activities of approx.
250 non-paid staff and 15 non-paid front desk staff.
* Designs, edits and finalizes a 12-page newsletter on a monthly basis and forwards to a commercial printer along with a subscriber list and instructions for processing.

* Corresponds with the Chief Communication Officer for submitting program information to the media.

* Maintains and updates MSC program information to the City website.

* Seeks revenue through advertising and sponsorships.
* Assists in developing and producing marketing materials such as MSC brochures, flyers and posters.
* Assists in developing, implementing, monitoring and evaluating comprehensive programs, classes and special events of a recreational, educational, social and cultural nature.
* Compiles, tabulates, maintains and organizes data and background material and prepares a variety of statistical, financial, operational and special project reports and records, using various software and databases that may be specific to the assigned to MSC.
* Prepares monthly data and evaluation reports of recreation and education programs.

Additional functions if assigned to the Police Department:
* May assist with the Recruiting & Training

Additional functions if assigned to the Animal Resources Center:
* Will dispatch calls for service to field officers
* Processes adoptions, reclaims, surrenders and issues pet licenses
* May handle animals, and thus may be exposed to sharp objects including teeth, finger/paw nails, including possible biting
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