Administrative Officer I

Salary: $27,040.00 Annually

Description

Under general supervision, performs light technical administrative work. Work is of limited complexity and duties are usually specialized in nature. Work is performed in accordance with established policies, but the use of good judgment is required in the application and interpretation of rules and regulations. Work is performed under the direction of the supervisor or designee and is reviewed through conferences and reports.

Duties and Responsibilities

• Takes and transcribes dictation and types varied documents and materials;
• Answers telephone, screens callers, relays messages and greet visitors;
• Interprets and explains rules, regulations, and policies to office personnel, employees in other offices, and to other persons contacting the office;
• Assembles and disseminates information as instructed by the supervisor;
• Provides staff support and other administrative functions;
• Assists with the preparation of budget estimates of funds where necessary, suggesting needs for additional equipment and supplies including the preparation of appropriate justification if need;
• Maintains files and records, supplies, and materials as required by the head or designee of the division;
• Informs department or division personnel of policy changes and ensures proper implementation;
• Schedules appointments, travel arrangements, and maintain supervisor's calendar;
• Schedule meetings and reserve rooms for meetings;
• Manages, track and take inventory, and order supplies and equipment;
• Prepares both technical and non-technical reports on the operation of the unit for the signature of the supervisor;
• Prepare and submit reports as directed;
• Performs other duties as required and assigned.

Minimum Qualifications

• Completion of the twelfth school grade or equivalent and a minimum of two (2) years clerical experience or three (3) years' experience as an Administrative Secretary II.

Position Factors

• Knowledge of the policies, rules, regulations and procedures affecting the operation of the agency and division;
• Proficiency in Microsoft Office Word, Excel and Outlook;
• Excellent skills in communicating clearly and effectively;
• Must be flexible, proactive, highly motivated, resourceful, professional and efficient;
• Ability to develop and maintain effective working relationships with members of the Department's staff and other external entities and bodies;
• Ability to maintain a high level of confidentiality;
• Ability to remain calm under trying circumstances and work with frequent interruptions;
• Ability to sit and stand for extended periods at one given time;
• Knowledge of the general theory of procurement and supply;
• Ability to interpret and understand noncomplex procedural and general administrative rules and policies and apply them to a variety of problems;
• Ability to exercise sound, independent judgment in carrying out functions of the position;
• Ability to prepare noncomplex reports.