ADMINISTRATIVE ASSISTANT 3

Overview

ADMINISTRATIVE ASSISTANT 3 Jobs in Burien, WA at State of Washington Criminal Justice Training Commission

Job Description Summary
Department – Fleet Services
Job Description

Job Type: Classified

Job Classification: 5838 – Administrative Specialist III

Salary Grade: 4

Pay Range
Hiring Range: $18.23 – $21.42 Per Hour Â
Full Range: $18.23 – $24.61 Per Hour

Salary offers are based on the candidate’s equivalent experience and internal equity with other employees within the same job classification.

This position is located in the Fleet Services Department of Pima County and pertains to the automotive industry. The primary responsibilities include providing administrative support to various divisions within the department, such as processing vendor invoices and statements. Additional duties involve answering a multi-line phone system, managing visitors, and delivering excellent customer service. Experience with basic accounting, as well as the ability to multi-task and follow both written and verbal instructions, is essential.

Essential Functions:

As defined under the Americans with Disabilities Act, this classification may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the department’s need and will be communicated to the applicant or incumbent by the supervisor.

Answers general procedural questions from the public concerning specialized documents;

Provides detailed information in response to queries concerning unit operations;

Compiles information and prepares and types a variety of documents such as correspondence, reports and specialized file data;

Reviews and sorts documents, creates new records and inputs and retrieves information using automated systems;

Prepares, and updates file folders, logs, status records, and other documentation to reflect the current status of a process and performs required purges;

Researches manual and automated systems to gather or verify data needed for processing activities;

Creates and maintains spreadsheets and databases using packaged software;

Assigns and reviews the work of staff performing typing, filing and other routine clerical activities;

Operates various office equipment such as typewriters, computer terminals and personal computers, facsimile machines, photocopiers and calculators;

Processes claims, purchase orders and contracts for payment to vendors and contractors, and verifies accuracy of billing charges against ledgers, invoices and contracts;

Establishes, posts, and maintains manual and automated bookkeeping systems;

Verifies fees for permits of services, receives payments, and issues receipts;

Establishes files for audit trail purposes, to include identifying, locating, and filing audit documentation;

Contacts debtors to collect accounts receivable and monitors payment arrangements;

Coordinating paperwork for the referral, admission, transfer or discharge of patients from a hospital unit or clinic;

Identifies actions required to provide services to individual clients, applicants, or the general public and assists people in completing the service process;

Coordinates and/or initiates processing action with other units, departments, or outside agencies as needed to provide services.

Minimum Qualifications :

Three (3) years of experience performing secretarial or administrative tasks providing support to a department, specialized program, or small business.

(Relevant experience and/or education from an accredited college or university may be substituted.)

OR:

One year with Pima County in an Administrative Assistant II position.

Qualifying education and experience must be clearly documented in the “Education” and “Work Experience” sections of the application. Do not substitute a resume for your application or write “see resume” on your application.

Preferred Qualifications : (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

Minimum of two (2) years within the last five (5) years of computer experience using Microsoft Office applications, including Excel, Word, and Outlook, as well as data management systems or other specialized databases like Workday.

Experience with/knowledge of data entry and reporting.

Experience with/knowledge of verbal and written communication including the ability to prepare routine correspondence, memorandums, and special reports.

Experience with/knowledge of basic accounting to include processing multiple invoices from various vendors.

Experience with/knowledge of working in a front desk setting within the last five (5) years, providing customer service in person and responding to emails and phone inquiries

Selection Procedure :

Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum qualifications. All applications will be assessed based on an evaluation of the listed education and experience. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.

Licenses and Certificates :  Valid driver license is required at time of application.  Valid  AZ  driver license is required at time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicant’s suitability to operate county vehicles in accordance with Pima County administrative procedures. Failure to obtain and maintain the required licenses and certifications shall be grounds for termination. Any offer of employment resulting from this recruitment is contingent upon Fleet Services’ review and approval of the candidate’s driving record.   Â

Special Notice Items : The County requires pre-employment background checks. Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history. A prior criminal conviction will not automatically disqualify a candidate from employment with the County. Â

Physical/Sensory Requirements : Physical and sensory abilities will be determined by position. Â

Working Conditions: Working conditions will be determined by the position.

EEO Information :  Pima County Government is an Equal Employment Opportunity employer.  We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law. 

Title: ADMINISTRATIVE ASSISTANT 3

Company: State of Washington Criminal Justice Training Commission

Location: Burien, WA