Overview
Office Administrator Jobs in Massillon, OH at Midwest Family of Companies
The City of Lancaster is seeking a part-time Administrative Assistant II for the Fire Department. The Administrative Assistant II assists the Administrative Assistant III to relieve the Chief and the Assistant Chief of some administrative tasks such as preparation and follow-up on correspondence, , gathering statistics, preparation of reports, , maintenance of confidential files or information, serves as a liaison between the Chief’s office and other administrators or offices, coordinates meetings and appointments and maintains office functions in the absence of the Administrative Assistant III or Chief or Assistant Chief. This position requires a high degree of professional discretion due to the sensitive nature of much of the information processed by the Administrative Assistants.
ESSENTIAL FUNCTONS (Any one position may not include all the duties listed, nor do the examples cover all the duties that may be performed.)
The Lancaster Fire Department Administrative Assistant produces typed copy from rough written copy, dictation, or brief oral instructions, which involve correspondence, tables, reports, or other materials of technical or confidential nature and composes or independently answers correspondence.
The Administrative Assistant screens calls and visitors to the Administrative Offices of the Fire Department, provides information, acts as Host/Hostess when required.
The Administrative Assistant must provide skilled operation of office equipment, which includes, but is not limited to telephone, computers, and fax equipment.
The Administrative Assistant processes all bills submitted to the department and prepares documentation for payment.
The Administrative Assistant orders and maintains appropriate levels of office supplies.
The Administrative Assistant receives, reads, sorts, and distributes correspondence, prepare, and maintains payroll & personnel records and other records concerning department employees.
The Administrative Assistant prepares and delivers department deposits to the bank and provides pay in documentation to the Auditor’s office.
The Administrative Assistant researches questions and coordinates with Human Resources to handle related issues and questions that arise.
The Administrative Assistant serves as the custodian for all time and attendance records and must maintain an accurate database of usage, accrual, and remaining balances, processes all requests for direct payment of eligible time off hours. Including printing a biweekly accrual balance report to verify the accuracy of time balances with the Auditor’s office.
The Administrative Assistant also processes special duty payments and vouchers and coordinates payment with the Auditor’s office.
The Administrative Assistant reconciles transports of patients for EMS billing purposes.
The Administrative Assistant opens, reviews, and routes all incoming mail.
The Administrative Assistant processes requests for records, including subpoenas, and obtains approval for release of HIPPA related material and prepares correspondence for release.
The Administrative Assistant prepares invoices and maintains records of receipt for annual permits and inspections.
The Administrative Assistant serves as central contact point for the public, employees, and sales representatives.
The Administrative Assistant maintains calendar of appointments and meetings for Administration, Officers, and Fire Prevention.
The Administrative Assistant coordinates record retention.
The Administrative Assistant must keep work area clean and neat. Light cleaning of immediate area is performed once a week.
The Administrative Assistant performs other assigned tasks related to the operation of the administrative offices of the Lancaster Fire Department, which may not be listed here.
MINIMUM QUALIFICATIONS
Must possess high school diploma or equivalent with proven training in office functions; three years previous clerical experience preferred.
Must possess ability to operate computer, telephone, radio communication equipment, copy machine, fax machine and calculator.
Experience in performing payroll function, vouchering, and billing preferred.
Ability to key 60 words per minute.
Must possess ability to perform basic accounting functions.
Must possess competency in oral and written communication skills.
Possess Microsoft Windows training, certification, and experience as well as various other software programs preferred.
Requires ability to demonstrate customer service skills in a courteous and professional manner.
Must pass pre-employment physical, drug screen, driving record check and criminal background investigation.
Must possess a valid Ohio Driver’s License and be insurable under the City’s Liability Policy to operate City equipment and vehicles.
The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This Position Description is intended to identify and illustrate the kinds of duties that may be assigned to its incumbents. It should not be interpreted as describing all the duties that may ever be required of such an employee or be used to limit the nature and extent of assignments such individuals may be given.
Please note that as a recipient of federal funds, the City of Lancaster is required to comply with the federal Drug-Free Workplace Act of 1988. Therefore, the City has a zero-tolerance policy for controlled substances, which includes medical marijuana, a federally scheduled substance.
The City of Lancaster is an Equal Opportunity Employer.
Title: Office Administrator
Company: Midwest Family of Companies
Location: Massillon, OH
