Job Description Summary

Department - Transportation

Job Description

Job Type: Classified

Job Classification: 5838 - Administrative Assistant III

Salary Grade: 4

Pay Range

Hiring Range: $19.16 - $22.51 Per Hour 

Pay Range: $19.16 - $25.86 Per Hour

Range Explanation:
 

• Hiring Range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.

• Pay Range is the entire compensation range for the position.

The Community Relations section of the Department of Transportation is looking for a flexible and driven individual to join our team. As the Administrative Assistant III responsibilities will include acting as a liaison between the department and the public, administrative duties, and receptionist backup. If you find satisfaction interacting with constituents, delivering outstanding customer service, and feeling a sense of achievement at the end of your workday, we invite you to apply for this opportunity.

The Administrative Assistant III works as an administrative assistant and backup for the front desk and supports department operations by handling public inquiries and by inputting and researching their requests. Further duties include data entry, updating digital records, and managing electronic files. Additionally, this position involves clerical responsibilities such as overseeing specialized tasks like drafting and formatting documents as required.

The ideal applicant will possess strong written and verbal communication abilities. This role offers a diverse range of job responsibilities and opportunities for learning and advancement within the department. Work assignments may differ based on the department's requirements and will be conveyed to the successful candidate by the supervisor.

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, sp