Administrative Technician, Part-Time

Posting number: 03617

Department: Parks & Recreation-Administration

Job classification: Administrative Assistant, PT

Posting type: Open

Categories: Office and Administrative Support

Summary

The purpose of this classification is to perform specialized administrative work and to coordinate daily activities of an assigned department/division.

Examples of duties

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.

Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures.

Performs reception functions; answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via base radio.

Performs customer service functions; provides information/assistance regarding department/division services, activities, locations, procedures, documentation, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.

Receives moneys in payment of various taxes, penalties, fees, or services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate.

Coordinates calendar activities for the department; schedules appointments, meetings, inspections, hearings, or other activities; updates calendar on a regular basis and notifies parties involved of changes.

Writes work orders to report problems or request repair/service; discusses problems/complaints with requesting party; forwards work orders to appropriate service personnel; monitors status of open work orders; maintains files of closed work orders.

Operates fax machine to send/receive documentation; transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel; replenishes paper supply in fax machine as needed.

Types/sends e-mail messages; screens incoming e-mail messages.

Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; processes bulk mailing projects.

Copies and distributes forms, reports, correspondence, and other documentation.

Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents; 

Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.

Conducts research of department files, court/legal records, database records, hardcopy materials, Internet sites, or other sources as needed.

Types, prepares, or completes various forms, reports, correspondence, lists, charts, receipts, refund requests, title applications, property record cards, work orders, complaint forms, stop work orders, warning notices, elector lists, or other documents.

Receives various forms, reports, correspondence, logs, lists, payments, tax bills/statements, tag/title documents, tag renewal notices, emission inspection forms, affidavits, building permits, license applications, inspection forms, voter registration applications, absentee ballots, rabies records, complaint forms, background history reports, incident reports, legal documents, surveys, plats, maps, street indexes, valuation guides, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, case management, calendar, Internet, e-mail, or other programs.

Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.

Communicates with supervisor, employ