Job Details
ESSENTIAL TASKS:
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
- Formats and types memorandums, correspondence, reports, financial/legal documents, contracts, charts and similar materials from written drafts.
- Reviews and routes incoming mail; locates and attaches appropriate file to correspondence to be answered by employer; maintains a follow-up filing system on correspondence; may forward copies of correspondence to managers for their information and response.
- Answers telephone including 1-800#, gives routine information to callers, transfers calls to appropriate location, places outgoing calls and schedule appointments for supervisor. Greets visitors, ascertains nature of business and directs visitors to appropriate staff person.
- Maintains filing system including follow-up files, optical disk scanning and electronic filing of all incoming and outgoing correspondence.
- Maintains a variety of records, generates data from various systems, compiles, analysis and composes required reports into final form for review of supervisor.
- Maintains administrative and confidential files; obtains, organizes and assists supervisor in drafting technical and administrative materials for public information or agency use; may assist with budget preparation and control by obtaining and compiling data and information.
ADDITIONAL DUTIES:
- Logs all incoming faxes and maintains fax machine to ensure good working order.
- Creates and coordinates requisitions/purchase orders in e-Requester.
- Manages updates and maintains logs and databases.
- Maintains daily calendar for supervisor/staff.
- Assists in arranging details for staff, board, committee and other meetings, conferences, hearings and travel including schedules, reservations, location of function, seating of guests, and other scheduling responsibilities; completes expense forms; takes or arranges for the taking of notes/minutes of meetings, conference, etc.
- Orders and distributes supplies
- Performs other duties as assigned.
This position will provide support to other areas within DSWA on an as needed basis to assure continuity of DSWA operations.
QUALIFICATIONSEDUCATION, EXPERIENCE, AND SKILLS: Completion of a high school diploma or equivalent and six (6) years of applicable administrative experience. Must sign a statement of confidentiality.
Basic knowledge of operations, services, programs and DSWA organization. Basic knowledge of DSWA policies, procedures, and requirements. Basic knowledge of state and federal laws and regulations related to the area of assignment. Knowledge of administrative support practices and procedures. Knowledge of grammar, punctuation, spelling and composition. Knowledge of methods and techniques in composing written communications such as responses to inquiries and narrative reports. Knowledge of maintaining and utilizing office equipment, including computers, copiers, scanners and telephone. Skill in applying basic and advanced tools used in word processing applications. Skill in applying the tools used in creating and modifying spreadsheet and database applications. Ability to establish and maintain effective working relationships. Ability to understand, explain and apply rules, regulations, policies and procedures. Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities. Ability to multitask and prioritize work. Ability to communicate effectively with staff, employees and public, orally and in writing.
Physical Requirements: This position requires talking and hearing.
This position requires minimal lifting (less than 5 lbs).
This position requires close vision (clear at 20 inches or less).
This position risks exposure to indoor environment.