Administrative Assistant-Social Services

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES: Provides administrative and/or secretarial support services for the Department and, subject to assignment, to any supervisor, program or division manager. Performs related duties as required. SUPERVISION RECEIVED: Works under the general supervision of a division manager.

Subject to assignment, will receive direct supervision from a specific supervisor, director, program manager, or division manager.

DUTIES AND RESPONSIBILITIES

Administrative and/or secretarial support includes the following: Answering telephone calls, receiving visitors and screening for appropriate individuals and nature of business, and taking messages when needed; Preparation and typing of a variety of correspondence, reports, and memoranda from rough draft or oral instructions; Taking notes at scheduled meetings and preparing minutes for distribution; Preparation and compilation of statistical information; Maintenance of office records and filing system, in particular correspondence files and attendance records; Researching information and exercising a moderate amount of independent judgment regarding relevance of information to assigned tasks.

Collect grievances from within the units. Generate the monthly Earned Good Time report. Coordinate and manage attorney calls. Must have knowledge of, and become familiar with, relevant Department policies and any assigned division, program or office procedures and operations; QUALIFICATIONS : Ability to use Microsoft 98 (or later version) and generate Excel spreadsheets; Ability to type no less than 40 WPM; Must have excellent organizational skills and ability to maintain accurate records and files; Must possess outstanding verbal and written communication skills and have knowledge of general office practices and procedures; Flexibility and ability to learn and perform new duties and skills as assigned.

High school graduate with business or secretarial school training OR lengthy prior secretarial experience OR a combination of training and experience which provides the knowledge, skills and abilities to meet the duties and responsibilities described above.