Overview
Administrative Assistant Jobs in Cincinnati, OH at Meiers Winery
DESCRIPTION OF DUTIES AND RESPONSIBILITIES
The purpose of this position is to perform a variety of complex office support and/or secretarial duties for the Fire Department. Employees in this classification perform both routine and non-routine administrative support duties as dictated by the nature of the work area. Position may perform a broad array of generalized administrative support functions, or assignment may be to a specialized office wherein incumbents receive initial instruction in specific office operations. Position is distinguished from other administrative staff, by the degree of accountability of the work, and greater latitude in exercise of independent judgment concerning assigned duties.
The list of essential functions, as outlined herein, represent tasks performed within this classification. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
Performs a variety of essential record keeping duties and maintains department record keeping and filing systems and relevant materials appropriate to assigned functional areas.
Performs routine administrative support tasks; including managing routine correspondence, statements, memorandum, legal, and statistical documents. Responds to inquiries concerning departmental activities from the public, visitors, and other entities via telephone, in person, and in writing.
Prepares the annual budget for the Division and presents it to the Fire Chief; directs expenditures of division funds in accordance with budget appropriations as approved by the City Council.
Prepares various weekly, monthly, quarterly and annual reports as directed.
Orders and maintains administrative supplies, prepares purchasing requisitions, quote forms, and receiving reports. Reconciles department’s purchasing cards and ensures compliance with financial policies.
Receives, processes, and/or prepares both standard and complex materials appropriate to assigned department, e.g., correspondence, memos, agendas, minutes, charts, permits, legal documents, orders, requisitions, ordinances, reports, manuals.
Performs verification and reconciliation tasks for invoices/receipts/balances according to department checks and balances procedures.
Maintains, updates and reconciles various logs, reports, ledgers, files, databases, and spreadsheets.
Performs a variety of highly complex and specialized administrative support functions promoting maximum office efficiency and effectiveness, e.g., analyzing data, typing, reports processing, documentation verification.
Works as a team member with other support staff to ensure smooth operation of day-to-day business within the department.
May serve on committees; may represent the Fire Department to other departments, agencies, community groups and/or the general public; participates in meetings, conferences, workshops, trainings, etc., as assigned; attend City Council meetings as needed.
Answers escalated inquiries and requests from the general public and business community, ascertaining the needs of the customer and providing appropriate assistance and information through friendly, professional customer service skills; responds to escalated citizen issues.
Communicates with city personnel, department heads, public agencies, and the general public for the dissemination of information.
Provides information as appropriate to citizens, city departments, and other agencies. Coordinates activities with other departments and work groups as needed.
Performs related duties as directed.
MINIMUM TRAINING, EXPERIENCE, LICENSES, OR CERTIFICATIONS
High School Diploma or GED required; supplemented by three (3) to five (5) years progressively responsible customer service, clerical, administrative support, and accounting experience to include two (2) years within a lead capacity; or an equivalent combination of education, training, and experience.
Must possess and maintain a valid Florida Driver’s License.
KNOWLEDGE, SKILLS, AND ABILITIES
Ability to understand and follow verbal and written instructions.
Skill in business English, e.g., correspondence formats, spelling, punctuation and grammar.
Intermediate level business mathematics, including addition, subtraction, multiplication, division, percentages and decimals.
Ability to utilize personal computers, standard office equipment and standard software applications, e.g., word processors, database software, spreadsheet applications.
Ability to plan, organize, and coordinate schedules and meetings.
Skill in routine administrative support functions, e.g., bookkeeping, data entry, typing, reports processing.
Ability to generate routine correspondence, summaries and reports in a clear and concise manner; ability to compose correspondence, summaries and reports.
Ability to establish and maintain effective records maintenance and file management systems; ability to read, update and maintain various records and files.
Knowledge of pertinent federal, state and local rules, regulations, ordinances, and other regulatory standards applicable to the work.
Ability to establish and maintain effective working relationships and communications with co-workers, internal/external customers, department management and the public.
Ability to multi-task and manage high work volume.
PHYSICAL REQUIREMENTS
While performing the essential functions of this job the employee is regularly required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and lift and/or move up to 35 pounds.
While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors.
The City of Palm Coast, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, The City of Palm Coast, Florida will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The City of Palm Coast participates in E-Verify.
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Title: Administrative Assistant
Company: Meiers Winery
Location: Cincinnati, OH
