Administrative Assistant (Pre-Design & Engineering)

This position is responsible for providing administrative and customer service support for assigned Borough operations. Work is performed and duties are carried out in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness and Teamwork.

G1 - DOE

High School diploma or equivalent. Three (3) years of experience in a similar position, sufficient to understand the major duties of the position. Experience directly related to the work performed in the assigned area is preferred. Relevant experience and skills may include: experience with Microsoft Suite (Outlook, Excel, Word) and Adobe Acrobat, as well as computers, printers, plotters, scanners, shredders, label makers, webcams, and phones. Experience in reviewing/reconciling budgets, creating purchase orders, making budget adjustments, creating and maintaining records in an online record management system. Experience preparing meeting agendas, assembling packets of materials, and recording and preparing meeting minutes. Experience providing website updates. Experience assisting in all phases of public involvement events. Possession of or ability to readily obtain a valid driver's license issued by the State of Alaska for the type of vehicle or equipment operated. Possession of or ability to readily obtain voter registration in the Borough when assigned to the Clerk's Office. Possession of or ability to obtain Notary Public Commission from the State of Alaska within six months if required for assigned area. Must successfully pass a pre-employment background check.

Accounts Receivable:

Collects monies for fees; prepares bank deposits; balances monies.

Calendar:

Maintains appointment and event calendars.

Correspondence:

Creates, composes, edits, produces and/or distributes varied correspondence, reports, meeting minutes and other materials, from machine or oral dictation, drafts, or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction and typographical accuracy; presents finished materials for review, or distributes.

Customer Service:

Manages customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Data Entry:

Inputs data into computer data base systems; retrieves, verifies, and corrects information from the computer system.

Mail:

Opens incoming mail and sorts into convenient categories for review; attaches related material when appropriate; prepares some replies independently.

Meetings:

Obtains, compiles, and presents in suitable form a variety of materials related to the work unit, board, committee, or commission; prepares meeting agendas and assembles packets of materials; records and prepares meeting minutes. Acts as the work unit secretary for internal meetings.

Phones:

Screens telephone and personal callers; determines which matters can be handled independently; refers some to the appropriate office or person to handle; responds to inquiries without advice or direction; maintains appointment calendar.

Process Invoices/Billing:

Prepares and processes invoices, documents, purchase orders, contracts, and bills for payment. Prepares purchasing requests, codes letters of authorization and invoices, bills for cost recovery and other services, and processes claims for reimbursement. Maintains and updates internal budget tracking data to include budgeted amounts, costs to date, and other specific information as needed.

Records:

Establishes and maintains files, records, and other information sources related to work; keeps suspense file on recurring and other scheduled requirements for replies and reports. Review files, records, and other documents to obtain information to respond to public record requests. May be Record Coordinator for work unit or division.

Supplies:

Controls, monitors and maintains departmental supplies, inclusive of preparation of related purchase requisitions and disbursement forms for all equipment and supplies as well as receipt of the material; matches purchase orders with shipments.

Tracking:

Gathers or searches for information from various documents; records information; makes adjustments or corrections; compares or verifies information; compiles data from source documents; computes numerical data.

Travel:

Makes arrangements and coordinates travel schedules and reservations for meetings, training, and travel away from main work site for personnel; may assess several alternatives which involve minor research.

Website:

May provide website design and updates to the work unit and/or division webpage.

Work Unit Liaison:

Provides liaison with work unit contacts within and outside the organization; obtains and disseminates information; conveys directions to work unit staff. Performs related work as required.