Overview
Administrative Assistant Jobs in Fairfield, CA at OUTCOMES SUPPORTING LIVING LLC
Position Information
This position is essential to the operation of the Tax Commissioner’s Office. Its primary responsibility is to provide professional support to the executive team and staff members.
The ideal candidate for this position must possess strong interpersonal skills, experience working with senior management, and excellent customer service skills, both internal and external. Strong financial and budget management skills are required, as well as a keen attention to detail and experience with quick turn requests. The candidate should demonstrate flexibility and a proactive mindset when addressing obstacles or complex situations.
This position requires onsite work. Remote options are not available. Office hours can begin as early as 7:45 AM. The dress code is business casual.
Essential Functions
Leads and coordinates daily work activities of administrative support staff in the department: confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers, assists with complex/problem situations, and provides technical expertise; assists with training and instructing co-workers regarding operational procedures and proper use of equipment; assists with supervision of co-workers by reporting employee problems and providing input on disciplinary action and employee performance evaluations.
Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments.
Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enter payroll data into computer for payment; prepares personnel change forms; maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.
Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into the computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into the computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records prepares bank deposits; coordinates internal accounting activities; maintains current balances for accounts, and maintains departmental petty cash funds.
Processes purchasing documentation: reviews purchase requisitions and verify the availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders.; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; maintains files and records.
Receives and sorts incoming documentation and materials: sends/receives documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Performs customer service functions in person, by telephone, and by mail: provides information/assistance regarding department/division services, procedures, fees, or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees, fines, or services: records transactions, posts payments, and issues receipts; balances cash drawers; prepares revenues for deposit and forwards as appropriate.
Provides administrative support for boards, committees, or other meetings: prepares meeting agendas, packets, and related documentation; coordinates meeting rooms/facilities, equipment, and refreshments; notifies participants of scheduled meetings; submits public notices to newspapers, property owners, or others as required; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and transcribes meeting minutes; distribute meeting minutes to appropriate individuals; maintains official records.
Maintains department webpage, social media, and online enrollment; uploads pictures, schedules, brochures and other events and information; adds upcoming events to the calendar; posts news and announcements; enters and maintains information regarding classes and fees; processes registrations, memberships and rentals; runs reports and prints class lists; assists customers with creating user accounts and site navigation as needed.
Depending upon department, may supervise, direct, and evaluate assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.
Performs other related duties as assigned.
Minimum Qualifications
Associate’s degree in secretarial science or office administration required; supplemented by five years of progressively responsible secretarial, office administration, customer service or similar field, (preferably in a municipal environment) or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Licenses and Certifications
Possession and maintenance of valid State of Georgia Notary Public certification required.
Physical Abilities
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements
Some tasks require the ability to communicate orally.
Environmental Factors
Essential functions are regularly performed without exposure to adverse environmental conditions.
EEO Statement
Cobb County Government is proud to be an equal opportunity employer. We encourage applications from all qualified individuals, regardless of race, color, national origin, sex, religion, age, disability, or any other legally protected status.
Title: Administrative Assistant
Company: OUTCOMES SUPPORTING LIVING LLC
Location: Fairfield, CA
