Administrative Assistant

ATTENTION Merit System Employees: Do not apply through this site. If you are a current Merit System employee, please click HERE to log into the internal career site. Grade 16 Click HERE for Salary Ranges CLOSE DATE 02/17/2023 SUMMARY Administrative Assistants provide a variety of non-routine administrative and support services requiring independent judgment and knowledge of department operations. Administrative Assistants provide more advanced clerical support to departments and perform a moderate level of financial duties compared to Administrative Clerks, such as processing accounts receivable and payable and performing payroll duties. Employees require substantial knowledge regarding the use of computers to create and exchange correspondence, maintain databases, create graphs, and manage spreadsheets. Administrative Assistants work in an office setting and may lead or train a small group of employees as lead workers. TYPICAL JOB DUTIES: Provides service to internal and/or external customers. Provides clerical support to a department by processing mail, creating and updating paper and digital files, maintaining office equipment, attending and taking notes at meetings, transcribing minutes, tracking information, making copies, and/or gathering documentation. Creates or maintains departmental communication by maintaining the public areas of a department, answering departmental phone lines or emails, tracking internal communications, maintaining departmental schedules or calendars, and creating or editing correspondences coming from the department. Generates and processes invoices and/or payments. Manages departmental accounts receivable and payable. Plans, organizes, and directs the activities of the payroll function within the department to ensure that payroll is accurate and distributed properly. Procures and/or manages inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department. MINIMUM QUALIFICATIONS: This job is a “promotional” job as defined under the Methods of Recruitment section of our Rules & Regulations. For promotional jobs, competition is limited to current Merit System employees (and may be further limited to current Merit System employees in defined job classes) as outlined under the Promotional Requirements below. An applicant who at the time of application meets the promotional requirements, but afterward no longer meets the Promotional Requirements (either due to separation from the Merit System or movement outside of the required job classes) will be removed from any associated eligible register. Promotional Requirements: Must be a Merit System employee with Regular status (i.e., having completed a one-year probationary period). At least one year (1) of experience on or before closing date of announcement in one of the following classes: Administrative Clerk, Medical Clerk, Court Clerk, Senior County Court Clerk, Senior Municipal Court Clerk, Office Assistant, Legal Secretary, Medical Secretary, Medical Records Clerk, Medical Billing Specialist, Accounting Assistant I, or Accounting Assistant II. Currently employed in one of the following classes: Administrative Clerk, Medical Clerk, Court Clerk, Senior County Court Clerk, Senior Municipal Court Clerk, Office Assistant, Legal Secretary, Medical Secretary, Medical Records Clerk, Medical Billing Specialist, Accounting Assistant I, or Accounting Assistant II. Minimum Qualifications: The following Minimum Qualifications are required for this job. You must demonstrate possession of these qualifications by providing a detailed description of your related experience in the work history section of your application. Please note that replicating or restating these minimum qualifications or the information from the Personnel Board’s job description as your own work experience will result in your disqualification. Please describe your work experience in your own words to represent the work you have performed that is related to the minimum qualifications for this job. Experience providing customer service to internal and external customers including responding to inquiries, explaining policies and procedures, and resolving issues or complaints. Experience performing administrative functions including coordinating schedules, drafting correspondence, producing reports, and maintaining and updating files and records in order to support professional staff. Experience using computer software (e.g, Microsoft word, excel, outlook, Google docs, ) to develop and update written correspondence, reports, memos, and spreadsheets. PREFERRED QUALIFICATIONS: None. COMPETENCIES: Adaptability & Flexibility. Computer & Technology Operations. Learning & Memory. Mathematical & Statistical Skills. Oral Communication & Comprehension. Physical Abilities. Planning & Organizing. Problem Solving & Decision Making. Professionalism & Integrity. Researching & Referencing. Reviewing, Inspecting & Auditing. Self-Management & Initiative. Teamwork & Interpersonal. Technical & Job-Specific Knowledge. Technical Skills. Written Communication & Comprehension. CRITICAL KNOWLEDGES: Knowledge of accounting software programs to perform the tasks associated with the position, such as reviewing data, monitoring payroll, reviewing accounts payable and accounts receivable, tracking inventory, creating reports, reviewing financial statements, and other similar functions as required by the job. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology. Knowledge of basic office equipment (e.g., telephone, smartphone, fax machine, copier, computer, calculator). WORK ENVIRONMENT: Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment, such as computer, phone, copier, etc. PHYSICAL DEMANDS: Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. DISCLAIMER: This job description is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time. SPECIAL ACCOMMODATIONS Persons requiring special conditions to accommodate a disability when completing the application should contact the Personnel Board at 205-279-3500 before the announcement closing date. Qualified applicants who believe they will need reasonable accommodation in the examination process should complete and submit an Accommodation Request Form. You may obtain an Accommodation Request Form by contacting our ADA Ombudsperson at ADAO@pbjcal.org, or by accessing the "Request for Accommodation" form through the following website: http://www.pbjcal.org/ AN EQUAL OPPORTUNITY EMPLOYER The Personnel Board of Jefferson County (Personnel Board) provides a public personnel system based on merit principles. The Personnel Board strives for the constant improvement of the public service by employing and developing the best qualified persons available. The Personnel Board provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex, creed, religion, political beliefs, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or genetics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Employment decisions are made by the Merit System municipality or governmental agency in which the position exists. Each Merit System municipality, agency, or jurisdiction administers its own equal employment opportunity programs in compliance with applicable state and/or federal laws and regulations. Welcome to JobsQuest! JobsQuest is the gateway to civil service employment in the Merit System of Jefferson County, Alabama. The Merit System is comprised of approximately 8,000 employees in over 800 different kinds of jobs throughout 18 cities and five county-wide agencies within Jefferson County. JobsQuest is administered by The Personnel Board of Jefferson County (PBJC). To learn more about the PBJC, visit our website at http://www.pbjcal.org.