at City of Dover in Dover, Delaware, United States
Job Description
The City of Dover is seeking a qualified candidate for the role of Administrative Assistant. This position is to provide administrative, organizational, and clerical support. This position is responsible for tasks of responsibility for the assigned department. This position will work under general supervision independently developing work methods and sequences.
Job Responsibilities:
- Prepares and types of correspondence, memoranda, documents, bids, reports, spreadsheets, e-mails, work orders, claims, permits, or other materials observing strict confidentiality; takes and transcribes dictation; performs research as required.
- Supervises assigned personnel, including training, assigning and evaluating work, and counseling.
- May verify cash drawers, post daily work, balance credit cards, and prepare bank deposits.
- Performs accounting tasks such as receivables, preparing bank deposits, journal entries, billing, audit and collection, processing invoices, purchase orders, handling petty cash, or month-end closing.
- Serves as a receptionist, screening telephone calls and visitors; provides routine and sensitive information, routes people to appropriate department/personnel, or takes messages.
- Processes incoming departmental mail, opening and routing mail as appropriate; prepares mailings.
- Schedules and maintains a calendar of appointments for assigned personnel; makes travel arrangements.
- Compiles information/data and assist in the preparation of the departmental budget; reconciles expenses.
- Organizes and maintains files and records; destroys records as appropriate; performs data entry of specific departmental information.
- Serves as backup for computer operator; assists with selection and purchasing of computer hardware and software, and maintains database of City computer equipment, where appropriate.
- Prepares and submits payroll information; responds to personnel and policy and procedure information requests; processes applicant paperwork and assists with new employee orientation.
- Maintains the inventory of supplies for the area of responsibility; requisitions supplies and/or office equipment.
- Assists with the organization of department- or City-sponsored functions.
- Gathers and maintains information/data to support periodic and special reports for the area of responsibility; makes copies and distributes to appropriate personnel/departments.
- Attends staff and other professional meetings to exchange information and/or to take minutes; transcribes minutes and distributes to appropriate personnel; prepares meeting agendas as required.
