Administrative Assistant

POSITION DUTIES AND QUALIFICATIONS 

SUMMARY OF DUTIES:

Performs research and analytical work in support of administrative, financial, and personnel functions.

DUTIES AND RESPONSIBILITIES:*

Position Specific Summary
The Administrative Assistant position provides administrative support to the Police and Fire retirement boards and commissioned personnel participating in the PSPRS plan. 

Duties and Responsibilities

• Performs administrative duties by ordering supplies and equipment, enters various information into the system, schedules meetings, researches, prepares, and processes paperwork and other materials, compiles data, creates, prepares, and reviews correspondence and reports, monitors contracts, and maintains spreadsheets, logs, and files. 
   

• Performs related duties by troubleshooting office equipment issues, scheduling training classes, taking inventory, coordinating various special projects, preparing communication materials, and attending meetings. 
   

• Ensures the accuracy of information and completion of requests. 
   

• Responds to general inquiries. Answers and routes incoming questions, concerns, and inquiries to appropriate personnel and/or area. Coordinates the receipt, processing, and distribution of documents. Resolves questions and inquiries. Processes employee data, personnel, or other information. Maintains data and reports. 
   

• Collects membership forms from new members and lateral classes and routes them to the Police or Fire department as appropriate for signatures, copies for member files, and originals to Phoenix by deadlines.  
   

• Maintains master calendars for important annual events.
   

• Creates informational handouts, checklists. 
   

• Writes award letters for retired members verifying their pension amount and eligibility terms. 
   

• Maintains all member files. 
   

• Assists the Board Secretary in support of the Public Safety Personnel Retirement local board office.
   

• Makes copies of reports and questionnaires received from IME or Psychiatrists for members of the board via board binders. 
   

• Drafts agenda, Legal Action Reports, and meeting minutes for both boards for the Board Secretary to do the final write-up, review, and submission. Puts together board meeting packets and materials - copies, scans, and electronic versions. 
   

• Orders election materials and picks up from vendors, ballot counting, drafting communications, securing and tracks incoming ballots, and other assigned election duties. 
   

• Assists with budget preparation, monitor revenues and expenditures, and compiles data relating to financial issues. 
   

• Reviews and processes invoices, deposits, and payments. Prepares financial documents and billings. Performs financial calculations, extracts and analyzes financial databases, and reconciles accounts. 
   

• Sets up new payees in HRIS system, processes all invoices for payment in HRIS system. 
   

• Performs all other duties and tasks as assigned. 
   

• Drafts calendar for the year of board meetings.
   

• Maintains Disability Case Laws as needed by the Boards. 
   

• Assists active and retired police officers and firefighters with retirement/pension topics. 
   

• Assists with plan member actions, including retirement processes, research and analyze plan member issues, and document findings and actions. 
   

• Responds to customer in-person, phone, and email inquiries and assists in the resolution of problems. 
   

• Assist members terminating service with options and/or refund packet assistance.  

• Provides retiring members with important payout dates for final pay.  
   

• Assists members terminating service with options and/or refund packet assistance.  
   

• Creates and has on hand, updates as needed informational packets to distribute to new hires at the academy.  
   

• Assists the Board Secretary in support of the PSPRS Board's regular or special elections.    
   

Working Conditions

Mostly office environment.

* All duties, responsibilities listed are subject to change.

MINIMUM REQUIRED QUALIFICATIONS:

Education:

6 months post high school

Work Experience: