Overview
Administrative Assistant – Office Flow Jobs in Washington, DC at J. Crew Group, Inc.
General Statement of the Job & Essential Functions
GENERAL STATEMENT OF JOB
Under general supervision, this position performs a variety of administrative, payroll, and technical duties in the support of management and staff. Reports to assigned supervisor.
ESSENTIAL JOB FUNCTIONS
Performs administrative support work such as word processing, data entry and retrieval, and creating and or drafting spreadsheets, forms, documents and correspondence; extracts data and creates reports, and functions that may require interpretation and judgment in determining the appropriate processes to be used; and reviews forms, contracts, data and other information to ensure accuracy and conformance to established procedures and policies.
Enters personnel actions to effect changes in employee status such as pay increases, transfers, promotions, Family Medical Leave (FMLA) leave, leave of absences, and terminations; computes salary changes or adjustments and retroactive pay according to established policies and procedures; enters payroll into the computerized system in accordance with established procedures and deadlines.
May serve as a liaison or point of contact for management, department, external agencies etc.; interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; may screen and respond to inquiries and complaints, or take and or route messages; maintains calendars and schedules, coordinates meetings, and makes travel arrangements etc.; make conduct simple presentations; and may manage credit card administration, financial invoices and requisitions, petty cash and bank deposits.
Performs research and evaluations; may assists with departmental human resource functions such as scheduling candidate interviews, preparing selection packages, training etc.; provides information on policies and procedures; and performs other similar types of administrative support activities.
Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.
Knowledge, Skills & Abilities
PERFORMANCE INDICATORS
Knowledge of Job: Has general knowledge of federal, state and local laws, rules and regulations governing personnel administration. Has general knowledge of general office practices, methods and procedures used by the city. Has some knowledge of ethical guidelines applicable to the position as outlined by professional standards and/or federal, state and local laws, rules and regulations. Is skilled in the use of common office equipment, spreadsheets and file maintenance programs. Is able to prepare and maintain accurate personnel records. Is able to explain personnel matters to city employees. Is able to make routine administrative decisions independently in accordance with laws, regulations and city policies and procedures. Is able to analyze and interpret policy and procedural guidelines to resolve problems and questions. Is able to exercise considerable tact and courtesy in frequent contact with the public. Is able to exercise tact and discretion in handling confidential personnel information. Is able to establish and maintain effective working relationships as necessitated by work assignments. Is able to establish and maintain effective working relationships as necessitated by work assignments.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate corrective action to correct any quality of deficiencies that occur in areas of responsibility. Maintains high quality of communication and interacts within departments and division, and with co-workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.”
Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off request.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meeting job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assist in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and policies and procedures and with a minimum of errors. Seeks expert or experienced advice and research problems, situations and alternatives before exercising judgement.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationship with Others: Shares knowledge with supervisor and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, to perpetuate city and departmental goals and objectives. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, supervisor, professionals and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains clean and orderly workplace.
Education, Experience & Special Requirements
EDUCATION & EXPERIENCE
Associate’s degree in business administration, Public Administration or related field, and 2-3 years of responsible administrative office experience, or an equivalent combination of education and experience. Coursework in accounting or bookkeeping preferred.
SPECIAL REQUIREMENTS
An acceptable general background check to include a local and state criminal history check and sex offender registry check.
A valid driver’s license with an acceptable driving record.
Physical Demands
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to operate a variety of automated office machines including computers, typewriters, calculators, copiers, facsimile machines, etc. Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving or receiving instructions, assignments and/or directions to subordinates or from supervisors.
Language Ability: Requires the ability to read a variety of correspondence, reports, personnel records, applications, procedure manuals, forms, etc. Requires the ability to prepare correspondence, reports, personnel records, certificates, forms, logs, etc. Requires the ability to speak to people with poise, voice control and confidence.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions. Requires the ability to assess critical situations and establish methods to resolve such situations.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; utilize decimals and percentages.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal level of eye/hand/foot coordination.
Color Discrimination: Does not require the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS
The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.
This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
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Title: Administrative Assistant – Office Flow
Company: J. Crew Group, Inc.
Location: Washington, DC
