ADMINISTRATIVE ASSISTANT II

About the role

The purpose of this position is to provide specialized administrative support for an assigned division or department. Incumbents perform work of a specialized nature which requires knowledge of departmental operations.

Responsibilities

• Provides administrative/secretarial support for an assigned division or department; relieves staff of routine administrative tasks; screens telephone calls, mail, email, and other communications and initiates appropriate action/response;
• Records and transcribes dictation; types, composes, edits, or proofreads various documentation;
• Maintains calendars and schedules meetings, appointments, interviews, or other activities; and coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.
• Serves as liaison between assigned department/division and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations; distributes and receives routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.
• Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes; distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; and administers work order program and opens/closes work order requests.
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
• Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; reconciles payable records with Finance Department records; prepares deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds.
• Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
• Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; reconciles payable records with Finance Department records; prepares deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds.
• Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
• Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; reconciles payable records with Finance Department records; prepares deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds.
• Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
• Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; reconciles payable records with Finance Department records; prepares deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds.
• Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
• Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; reconciles payable records with Finance Department records; prepares deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds.
• Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
• Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; reconciles payable records with Finance Department records; prepares deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds.
• Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
• Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; reconciles payable records with Finance Department records; prepares deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds.
• Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
• Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; reconciles payable records with Finance Department records; prepares deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds.
• Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
• Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; reconciles payable records with Finance Department records; prepares deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds.
• Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time;