Administrative Assistant-Social Services

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Provides administrative and/or secretarial support services for the Department and, subject to assignment, to any supervisor, program or division manager. Performs related duties as required.

SUPERVISION RECEIVED:

Works under the general supervision of a division manager. Subject to assignment, will receive direct supervision from a specific supervisor, director, program manager, or division manager.

DUTIES AND RESPONSIBILITIES:

- Administrative and/or secretarial support includes the following:

- Answering telephone calls, receiving visitors and screening for appropriate individuals and nature of business, and taking messages when needed;

- Preparation and typing of a variety of correspondence, reports, and memoranda from rough draft or oral instructions;

- Taking notes at scheduled meetings and preparing minutes for distribution;

- Preparation and compilation of statistical information;

- Maintenance of office records and filing system, in particular correspondence files and attendance records;

- Researching information and exercising a moderate amount of independent judgment regarding relevance of information to assigned tasks.

- Collect grievances from within the units.

- Generate the monthly Earned Good Time report.

- Coordinate and manage attorney calls.

Must have knowledge of, and become familiar with, relevant Department policies and any

assigned division, program or office procedures and operations;

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QUALIFICATIONS :

- Ability to use Microsoft 98 (or later version) and generate Excel spreadsheets;

- Ability to type no less than 40 WPM;

- Must have excellent organizational skills and ability to maintain accurate records and files;

- Must possess outstanding verbal and written communication skills and have knowledge of general office practices and procedures;

- Flexibility and ability to learn and perform new duties and skills as assigned.

- High school graduate with business or secretarial school training OR lengthy prior secretarial

experience OR a combination of training and experience which provides the knowledge, skills and

abilities to meet the duties and responsibilities described above.