Code Office Assistant

Under general supervision, the Administrative Support Specialist provides routine and non-routine administrative support to the assigned department or supervisor. This position requires a versatile individual capable of performing a wide array of tasks, from general clerical duties to more specialized administrative functions. The role demands strong organizational and interpersonal skills, with the ability to manage a variety of tasks efficiently.

Examples of Duties:

• Document Preparation: Researches and generates various types of correspondence, including memos, reports, agendas, articles, and forms, tailored to the department's needs.
• Routine Administrative Functions: Performs routine tasks such as data entry, typing, and processing reports.
• Report and Document Distribution: Compiles, prepares, and distributes reports, invoices, purchase orders, and other materials on a daily, weekly, monthly, or annual basis.
• Customer Service: Manages telephone inquiries and complaints, determines the nature of the call, resolves issues, or directs them to the appropriate personnel.
• Record Keeping: Maintains and organizes departmental records, including payroll, accounts payable, personnel records, and other relevant documents.
• Accuracy Verification: Reviews and processes various reports, applications, and forms, ensuring accuracy and appropriate distribution of documents such as statistical data, licenses, and purchase orders.
• Form Processing: Completes and processes various forms related to personnel, invoices, work orders, and purchase orders.
• Office Equipment Operation: Operates office equipment, including computers, printers, copy machines, fax machines, calculators, and telephone systems.
• Departmental Support: Assists other personnel in maintaining the efficient functioning of the department.

Typical Qualifications:

• Education: High school diploma or GED.
• Experience: One (1) to two (2) years of experience and/or training in administrative or secretarial support functions, or an equivalent combination of education, training, and experience.
• Typing Proficiency: Must successfully pass the entrance typing exam with a speed of 45+ words per minute.

Supplemental Information:

• Work Environment: The work environment involves typical office-related risks or discomforts, such as using office equipment safely, avoiding trips and falls, and adhering to fire and building safety regulations. When driving, observing traffic signals and regulations is essential. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is suited for someone who thrives in a dynamic office environment, can handle multiple tasks efficiently, and communicates effectively with both internal and external stakeholders.