Administrative Assistant - Cary Home - COMOT IV - Tippecanoe County, IN : Job Details

Description

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

Incumbent serves as Administrative Assistant, responsible for completing a variety of clerical duties.

DUTIES:

* Answers telephone and greets office visitors, providing information and assistance, taking messages, scheduling appointments, and screening and transferring/directing to appropriate individual or department.

* Performs a variety of clerical duties, such as preparing/typing documents, correspondence, counseling notes, client logs, brochures, forms, program schedules, and reports, entering data on computer, and receiving and distributing incoming mail. Maintains and posts employee schedules.

* Performs various bookkeeping duties, such as posting claims, receipting monies, billing other agencies, and balancing related funds. Issues staff meal tickets and maintains account balance.

* Maintains various files and statistical data, preparing statistical reports as needed. Assists with preparing grants and with other funding ventures as needed, and receives and acknowledges donations.

* Prepares and distributes minutes from staff, Advisory Board, and Friends of Cary Home meetings. Schedules meetings and notifies appropriate personnel.

* Prepares and processes payroll, including reviewing time cards, verifying hours worked, typing, copying, and submitting claims/vouchers to Auditor as required.

* Maintains inventory of office and other routine supplies, facilitating ordering and purchasing as needed. Purchases supplies for and stocks vending machines.

* Periodically assists or performs duties of other personnel in their absence or as needed, including transporting residents and preparing meals. Periodically performs certain duties of Executive Director in his/her absence, such as responding to inquiries and concerns regarding business operations.

* Assists with preparing annual department budget and monthly review.

* Performs related duties as assigned.

Requirements

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

* High school diploma or GED, with at least one year of related office experience. Must be individually bondable.

* Working knowledge of standard office practices and procedures and ability to apply such procedures to a variety of interrelated processes, tasks and operations.

* Working knowledge of and ability to make practical application of Department general operations, services, and standard policies and procedures.

* Working knowledge of and ability to make practical application of standard bookkeeping practices and relevant State Board of Accounts requirements, and ability to make arithmetic calculations.

* Ability to maintain confidentiality of Department records and information as required.

* Working knowledge of standard English grammar, spelling, and punctuation and ability to type with speed and accuracy and operate standard office equipment, such as telephone, typewriter, calculator, copier, fax machine, computer and printer.

* Ability to effectively communicate in a courteous and tactful manner with co-workers, other County personnel, related agencies, schools, Cary Home residents and their families, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

* Ability to work alone with minimum supervision and work with others in a team environment.

* Ability to effectively complete duties amidst frequent distractions and interruptions, occasionally under pressure of formal deadlines.

* Ability to occasionally work extended and/or evening hours.

* Possession of a valid driver's license and demonstrated safe driving record.

II. RESPONSIBILITY:

Incumbent performs a variety of regular, routine duties, exercising judgement to ensure accurate and efficient completion of assigned work. Errors in incumbent's work are readily detected through standard bookkeeping checks and notification from other departments and agencies. Undetected errors could result in inconvenience to department or other agencies. Work is reviewed upon completion for accuracy.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent communication with co-workers, other County personnel, related agencies, schools, Cary Home residents and their families, and the public for the purpose of exchanging and verifying information.

Reports directly to Executive Director.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in standard office environment involving sitting for long periods, lifting objects weighing over 25 pounds, hearing communication, speaking clearly, and close vision. Incumbent periodically works extended and/or evening hours.