Administrative Assistant

Summary Objective

The purpose of this position is to research and compile data, prepare statistical reports and maintain database records. Reviews and processes applications, forms, invoices, timesheets, and payroll and personnel documents.
This class works under general supervision, independently developing work methods and sequences.ESSENTIAL FUNCTIONS

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Prepares lists, records information on forms, completes and processes standard forms, documents, and reports and corrects mistakes.
• Assists in budget preparation and monitors and controls expenditures.
• Answers phone calls, provides information, takes messages, and routes calls.
• Enters, codes, stores, edits and retrieves database records and files.
• Organizes clerical operations for program activities, develops standard forms and form letters, performs research, and completes administrative projects.
• Assesses workflow, methods and procedures and recommends improvements to increase efficiency and solve problems.
• Prepares minutes, and represents supervisor at meetings.
• Compiles data; calculates numbers and totals; and prepares statistical reports on department projects, operations or activities.
• Processes vendor invoices for payment.
• Completes and processes personnel and payroll records and other confidential labor-management relations matters.
• Composes letters and memos and types or word processes letters, memorandums, reports or other documents.
• Files documents, and maintains departmental manuals, records and files.
• Conducts orientation and procedure training.
• Performs related work as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• High School Graduation or GED equivalent.
• Two (2) years of clerical or administrative support experience or an equivalent combination of education, training and experience.

PHYSICAL DEMANDS

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

UNAVOIDABLE HAZARDS (WORK ENVIRONMENT)

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None.

SPECIAL CERTIFICATIONS AND LICENSES

• None.

AMERICANS WITH DISABILITIES ACT COMPLIANCE

Louisville Metro Government is an Equal Opportunity Employer.  ADA requires the Louisville Metro Government to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

STANDARD CLAUSES

May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of Louisville Metro Government.

This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.

EOE

Salary : $44,200