Administrative Assistant (1000 Hour)

Matanuska-Susitna Borough; Alaska; On-site; USD 42,000 - 54,000; Full time

Job summary

The Matanuska-Susitna Borough is seeking an Administrative Assistant to provide essential administrative and customer service support for assigned Borough operations. This role follows Borough policies and core values including accountability, customer focus, integrity, and teamwork.

Required are a high school diploma and at least three years in a similar role, with preferred experience in communication, records management, and calendar coordination.

Qualifications

• Three years of experience in a similar position.
• Experience in professional written and oral communication, customer service, and records management.
• Familiarity with calendar management, data entry, and filing procedures.
• Notary or voter registration/Notary public may be required.
• Valid driver’s license and driving experience may be needed for assigned duties.

Responsibilities

• Accounts Receivable: collects monies, prepares deposits, balances funds.
• Calendar: maintains appointment and event calendars.
• Correspondence: drafts and distributes letters, minutes, and reports; ensures proper formatting.
• Customer Service: handles inquiries, resolves issues, solicits feedback.
• Data Entry: inputs and verifies data in databases.
• Mail: processes incoming mail and distributes materials.
• Meetings: prepares agendas and packets; records meeting minutes.
• Phones: screens calls and directs inquiries.
• Invoices/Billing: processes invoices and requisitions; tracks expenses.
• Records: maintains files and responds to public records requests.
• Supplies: manages requisitions and supplies inventory.
• Tracking: gathers and verifies information; compiles data.
• Travel: coordinates travel arrangements for meetings or training.
• Website: may update unit webpage.
• Work Unit Liaison: communicates with internal and external contacts.
• Performs related duties as required.

Skills

Written and oral communication

Customer service

Database management

Filing and scheduling

Records management

Time management

Critical thinking and problem solving

Event management

Attention to detail

Self-starter

Education

High School diploma or equivalent

Job description

This position is responsible for providing administrative and customer service support for assigned Borough operations.

Work is performed and duties are carried out in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness and Teamwork.

G1 - DOE

High School diploma or equivalent.

Three (3) years of experience in a similar position, sufficient to understand the major duties of the position. Experience directly related to the work performed in the assigned area is preferred.

Relevant experience includes professional written and oral communication; internal and external and customer service; database management; filing and scheduling; records management; time management; critical thinking and problem-solving; event management; timeline and procedural accuracy; self-starter for anticipating needs and answering questions.

Possession of a valid driver's license issued by the State of Alaska for the type of vehicle or equipment operated. If assigned driving duties/responsibilities, candidate must be at least 19 years of age with one (1) year of driving experience.

Possession of or ability to readily obtain voter registration in the Borough when assigned to the Clerk's Office.

Possession of or ability to obtain Notary Public Commission from the State of Alaska within six (6) months if required for assigned area.

Must successfully pass a pre-employment background check.

• Accounts Receivable: Collects monies for fees; prepares bank deposits; balances monies.
• Calendar: Maintains appointment and event calendars.
• Correspondence: Creates, composes, edits, produces and/or distributes varied correspondence, reports, meeting minutes and other materials, from machine or oral dictation, drafts, or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction and typographical accuracy; presents finished materials for review, or distributes.
• Customer Service: Manages customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
• Data Entry: Inputs data into computer data base systems; retrieves, verifies, and corrects information from the computer system.
• Mail: Opens incoming mail and sorts into convenient categories for review; attaches related material when appropriate; prepares some replies independently.
• Meetings: Obtains, compiles, and presents in suitable form a variety of materials related to the work unit, board, committee, or commission; prepares meeting agendas and assembles packets of materials; records and prepares meeting minutes. Acts as the work unit secretary for internal meetings.
• Phones: Screens telephone and personal callers; determines which matters can be handled independently; refers some to the appropriate office or person to handle; responds to inquiries without advice or direction; maintains appointment calendar.
• Process Invoices/Billing: Prepares and processes invoices, documents, purchase orders, contracts, and bills for payment. Prepares purchasing requests, codes letters of authorization and invoices, bills for cost recovery and other services, and processes claims for reimbursement. Maintains and updates internal budget tracking data to include budgeted amounts, costs to date, and other specific information as needed.
• Records: Establishes and maintains files, records, and other information sources related to work; keeps suspense file on recurring and other scheduled requirements for replies and reports. Review files, records, and other documents to obtain information to respond to public record requests. May be Record Coordinator for work unit or division.
• Supplies: Controls, monitors and maintains departmental supplies, inclusive of preparation of related purchase requisitions and disbursement forms for all equipment and supplies as well as receipt of the material; matches purchase orders with shipments.
• Tracking: Gathers or searches for information from various documents; records information; makes adjustments or corrections; compares or verifies information; compiles data from source documents; computes numerical data.
• Travel: Makes arrangements and coordinates travel schedules and reservations for meetings, training, and travel away from main work site for personnel; may assess several alternatives which involve minor research.
• Website: May provide website design and updates to the work unit and/or division webpage.
• Work Unit Liaison: Provides liaison with work unit contacts within and outside the organization; obtains and disseminates information; conveys directions to work unit staff.
• Performs related work as required.