Administrative Assistant III

About the role

This position provides general administrative support in the assigned functional areas of office administration, criminal justice, legal or court support services, and customer support.

Responsibilities

• Ensures that Alcohol Safety Action Program (ASAP) office is open on time.
• Receives payments from clients and enters payments in agency database (ECM) and issues receipts to clients; deals with all payment related matters and sets up payment arrangements with clients.
• Maintains record of habitual offender evaluation schedule.
• Maintains file room in order.
• Accesses FOCUS Marketplace County to order office supplies for the agency.
• Reviews all out of state related referrals to make sure that all required paperwork has been submitted by client prior to enrollment in program.
• Serves as the main point of contact for all transfer in/out cases.
• Forwards transfer acknowledgments for all transfer in cases to the 23 other Alcohol Safety Action Program (ASAP) programs.
• Assembles case files and print case labels and distributes them to the appropriate administrative staff person for distribution.
• Serves as a back-up to the other Administrative Assistants as needed.

Requirements

• Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).
• Valid driver's license (Required at the time of application)
• Must pass the Commission of VASAP Exams after 90 days of employment.

Qualifications

• At least two years of strong line customer service experience including responding to customers face to face, by telephone and in writing.
• Ability to work independently and make sound decisions.
• Excellent communication skills.
• At least one year of experience interpreting Alcohol Safety Action (ASAP) Policies and Procedures.
• Proficiency using Microsoft Office Suite including Word, Outlook, Excel, and PowerPoint.
• Knowledge of SharePoint is also preferred.

Skills and Abilities

• Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas.
• Significant nonstandard skill/knowledge is required involving production of an end product such as a report.
• Word Processing/Typing Basic skills in the use of Microsoft Word.
• Math Skills Basic math skills.
• PC Skills Basic skills in the use of applicable Microsoft Office Suite software.
• Communication Ability to write simple documents.
• Information Abilities Ability to process and integrate complex data.
• Interpersonal Abilities Ability to establish and maintain effective working relationships with both external and internal contacts.
• Purchasing and Accounting Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least three functions (e.g., create shells, accounts payable processing).
• Personnel and Payroll Ability to perform routineHuman Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).
• Executive Assistance Ability to maintain confidentiality and be sensitive to political issues.