Administrative Assistant I

Job Posting Title

Administrative Assistant I

Agency

585 DEPARTMENT OF PUBLIC SAFETY

Supervisory Organization

Dept. of Public Safety

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

Salary $40,000.00

Job Description

Basic Purpose

Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to an administrator or an official. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials; or performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

Typical Functions

• Process wrecker service applications received throughout the year.
• Process renewal applications submitted between October 1 and December 1.
• Initiate written correspondence within 2 business days of a request or requirement. This includes general information letters, Orders and Notices of Cancellation/Suspension/Revocation, Letters of Reprimand, Final Orders, and Set-Aside Orders.
• Maintain program databases with accurate, up-to-date information for each licensed wrecker service; provide general office support to coworkers as needed.
• Process, scan, and index all reporting forms within 5 business days of receipt.
• Process rotation requests and inspection requests (Business Office, Storage Lots, or Wrecker Vehicle) within 1 business day of receipt.
• Interpret and explain departmental/program rules, regulations, and laws to internal and external customers.
• Handle administrative and fiscal operations such as invoices, payment of claims, requisitions, purchase orders, and other bookkeeping or accounting tasks.
• Coordinate activities with internal and external customers.
• Interview callers, schedule appointments, and perform general office duties.
• Use advanced technology and data processing systems to provide information, review source documents, edit documents and reports, verify accuracy, ensure compliance with requirements, resolve discrepancies, and refer complex issues to appropriate staff.
• Answer incoming calls, routing to the correct personnel; sort, read, distribute incoming mail; other general office duties as assigned by supervisor. 
• Maintain comprehensive knowledge of DPS and OCC Administrative Rules related to wrecker and towing services. Locate specific statutes and rules quickly; provide accurate explanations; research laws to develop clear questions requiring legal interpretations.

Level Descriptor

At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and external activities of the organization or program, respond to routine inquiries in both written and oral form, perform routine fiscal duties, and complete routine customer service requests from internal and external customers.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; business mathematics; of modern office methods and procedures; the maintenance of complex records; and the major policies and procedures governing assigned programs.

Ability is required to establish and maintain effective working relationships with others; perform confidential work and maintain confidentiality; interpret and complete routine matters according to agency policies and procedures; and follow oral and written instructions.

Education and Experience

Education and Experience requirements at this level consist of a bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.

Special Requirements

Some agencies may require frequent job-related travel for certain positions.

Some agencies may require typing or keyboarding at a rate of 50 words per minute from printed copy. 

Some agencies may require a specific bachelor’s degree or college