Administrative Assistant - Public Defender's Office
Administrative Assistant - Public Defender's Office
Description :
Classification Title |
Administrative Assistant |
FLSA Status |
Non-Exempt |
GENERAL SUMMARY
The purpose of this job is to provide clerical support for department. Monitors budgets. Greets clients at the front desk in a high volume office. Answers general questions over the phone and at the window and determines who the clients need to meet. Performs a variety of general clerical support tasks including payment processing, maintains handouts, and open/close front office. Performs other duties and tasks assigned.
ESSENTIAL DUTIES & RESPONSIBILITIES
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
- Receives, reviews, codes and processes invoices for materials, services, and
contracts. - Prepares, reviews, and presents bi-weekly payroll records to accounting. Tracks
vacation, sick time, and overtime. Handles all personnel documents. - Schedules appointments, arranges and confirms meetings for the director as
needed. - Receives, screens, and directs phone calls and visitors. Provides basic information,
answers routine questions, and directs questions and complex situations to the
appropriate personnel. - Assists with preparation and presentation of the annual budget. Organizes and
maintains related documents and accounts. Tracks budget adjustments and assists
auditor with annual audit. - Handles all correspondence including typing, copying and proofreading. Prepares
memos and routine notices independently. Prepares and administers large mailings.
Receives and routes incoming mail. - Maintains office and clerical supplies. Tracks supply needs, orders and restocks as
necessary. Maintains office equipment, including copy and fax machines. - Enters and maintains accurate and up-to-date client data into various programs and
spreadsheets. - Performs related work as required.
MINIMUM QUALIFICATIONS
Required Education and Experience
Education: High school diploma (or GED equivalent).
Experience: At least 1-3 years of related work experience, such as secretarial or office management experience.
Any equivalent combination of training, education, and experience that provides the
required skills, knowledge and abilities.
Required Licenses or Certifications
N/A
COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES
Knowledge of:
- English grammar, spelling, punctuation
- Legal terminology and court procedures
- Principles and practices of basic bookkeeping
- Modern office procedures, methods and computer equipment
- Basic accounting, payroll, and budgeting principles.
- Word processing using windows applications and Excel programs.
Skill in:
- Interpersonal skills necessary to develop and maintain effective and appropriate
working relationships - Performing a variety of duties, often changing from one task to another of a different
nature - Performing basic mathematical functions such as addition, subtraction,
multiplication, division, percentages, and ratios - The operation of a computer, copier, and other standard office equipment.
- The operation of word processing, database and spreadsheet applications.
- Organization and time management.
Ability to:
- Meet schedules and deadlines of the work
- Understand and carry out oral and written directions
- Accurately organize and maintain paper documents and electronic files
- Maintain the confidentiality of information and professional boundaries
- Establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with the public, community leaders, and other employees.
- Compile data and prepare accurate records and reports.
- Type and enter data rapidly and accurately.
- Take notes and prepare minutes accurately.
- Effectively communicate and present ideas and concepts orally, and in writing.
- Critically assess situations, problem solve, and work effectively under stress, within deadlines, and changes in work priorities.
WORK ENVIRONMENT/CONDITIONS
The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment |
Seldom or Never |
Sometimes or Occasionally |
Frequently or Often |
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Office or similar indoor environment |
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X |
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Outdoor environment |
X |
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Street environment (near moving traffic) |
X |
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Construction site |
X |
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Confined space |
X |
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In the community (homes, businesses, etc.) |
X |
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Warehouse environment |
X |
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Shop environment |
X |
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Other |
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Individuals who are rude or irate |
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X |
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Individuals with known violent backgrounds |
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X |
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Extreme cold (below 32 degrees) |
X |
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Extreme heat (above 100 degrees) |
X |
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Moving mechanical parts |
X |
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Fumes or airborne particles |
X |
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Toxic or caustic chemicals, substances or waste |
X |
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Loud noises (85+ decibels) |
X |
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Other |
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PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•The position is generally sedentary. Employees sit most of the time, but may walk or stand for brief periods of time.
Date created: |
January 2016 |
Dates revised |
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Contact : Applications, Resumes, and Cover Letters can be submitted to the Barry County Public Defender’s Office located at 206 W. Court Street, Hastings, Michigan 49058.
Deadline for Applying : Open until filled