Administrative Assistant I

ADD STAFF, Inc.; Colorado Springs (CO); On-site; USD 26,000 - 32,000; Full time

Job summary

ADD STAFF, Inc. is seeking an entry-level Administrative Assistant I in Colorado Springs to handle general secretarial and clerical tasks, bookkeeping, and customer inquiries. The role supports a City department with data entry, report preparation, and payroll-related activities.

The position requires a high school diploma or GED and about one year of related work experience. Proficiency in Microsoft Office and basic math, reading, and writing skills are essential.

Qualifications

• Education: Equivalent to completion of the twelfth grade (high school diploma or GED).
• Experience: One year of full-time, professional experience in a related field.
• Certifications: No required certifications or licenses at this time.
• Software: Proficient in Microsoft Office suite.

Responsibilities

• Perform general secretarial, clerical, record keeping and accounting duties for the assigned department.
• Handle mail processing, program mailings, and maintain petty cash where needed.
• Enter data and generate recurring or ad hoc reports; manage payroll records.
• Monitor office equipment and answer calls; respond to information requests.

Skills

Human Collaboration Skills

Reading

Math

Writing

Fiscal Responsibility

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Administrative Assistant I Description / Position Overview

The purpose of this position is to perform a wide variety of general secretarial, clerical, record keeping, and clerical accounting duties in support of an assigned division or program; and to provide general information and assistance to the public regarding City policies and procedures.

DISTINGUISHING CHARACTERISTICS: I

This is the entry level class in the Administrative Assistant series. This class is distinguished from the (II level) by the performance of the more routine tasks and duties assigned to positions within the series and by the level of supervision required in the performance of assigned duties.

Essential Functions:

• 40% - Perform a variety of general secretarial, clerical, record keeping, and accounting clerical duties in support of assigned department, division, or team. Perform secretarial duties in support of City staff; collect summaries and statistics for preparation of various reports, memoranda, and correspondence; and review outgoing material for formatting, grammar, and punctuation. Maintain a calendar of activities, meetings, and various events for assigned staff; and schedule meetings and coordinate activities with other City divisions and departments, the public, and outside agencies.
• 25% - Perform a wide variety of clerical duties associated with bookkeeping, information gathering, and records maintenance functions required in assigned program; and establish accounts, make journal entries, and reconcile accounting records. Perform duties related to the City's automated mail processing functions; process assigned mailings from the City to residents; ensure that special inserts are sent with mail as necessary; program, revise, and monitor operations of mail processing machinery and equipment; ensure that all operations adhere to postal standards; and provide technical support to City staff regarding mailing concerns. Receive and process applications for various activities including business licenses, excavation permits, and concrete permits; and enter and update information into the computer; and collect fees and maintain petty cash.
• 20% - Enter alpha/numeric data from a wide variety of source documents into computer files; detect and correct erroneous or missing information data; retrieve information from computer data files; prepare recurring and special reports from received data; and maintain source document files. Perform clerical accounting functions involved in the preparation of periodic and supplemental payrolls; maintain current employee payroll records; calculate, balance, and prepare reports pertaining to payroll deductions and costs; receive and process remittances received by mail or in person; and receive, examine, and balance daily receipts.
• 15% - Monitor the operation of office equipment and facilities; and contact appropriate service vendors as needed. Screen office and telephone callers; and respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned area.

Note - Time spent on each essential function will vary based on operational needs and is only intended to be an approximation over the course of a full year. Regular and predictable attendance is an essential function in the performance of this job.

Relevant Background and Formal Education

Demonstrated skills, competencies, and knowledge required for this job are most often acquired through the following practical experience and level of academic education and training as suggested below.

• Education: Equivalent to completion of the twelfth grade (high school diploma or GED).
• Experience: One year of full-time, professional experience in a related field.

Education and Experience Equivalency:

One year of relevant work experience may be substituted for one year of required education (OR) one year of relevant academic coursework beyond the minimum requirement may be substituted for one year of required professional experience.

Certifications and Licenses:

Must possess or be able to acquire the following certifications and/or licenses required in accordance with standards established by departmental policy. At this time, there are no required certifications and/or licenses required.

Technical Skills:

Basic Skills and Knowledge: Work requires basic skills and knowledge in approaches and systems, which support the design and implementation of major programs and/or processes organization wide. Independent judgment and decision-making abilities are necessary to apply technical skills effectively.

Specialized Computer Equipment and Software:

Microsoft Office.

Additional Information

Supervision Exercised: This classification requires no supervision or direction of others. Supervision Received: Receives Immediate Direction: This classification normally performs the duty assignment after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. Immediate supervisor may provide close and constant review.

Other Requirements Competencies Required:

• Human Collaboration Skills: Communication centers on exchange and receipt of information but may involve basic collaboration with other employees. Interactions with others outside the organization are limited in that there is an intended response or an expected transition to another employee.
• Reading: Intermediate - Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
• Math: Basic - Ability to perform the four basic arithmetic operations. Ordinarily, such education is obtained in elementary school up to high school. However, it may be obtained from experience and self-study.
• Writing: Basic - Ability to write simple sentences containing subject, verb, and object, and/or series of numbers, names, and addresses. Ordinarily, such education is obtained in elementary school up to high school. However, it may be obtained from experience and self-study.
• Fiscal Responsibility: This classification has no budgetary or fiscal responsibility.

Physical Demands:

Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.

Machines, Tools, Equipment, and Work Aids:

Computer, printer, copier, telephone, and standard office equipment.

Environmental Conditions Frequency Primary Work Environment Office Environment Extreme Temperature Never Wetness and Humidity Never Respiratory Hazards Never Noise and Vibrations Never Physical Hazards Never Mechanical and/or Electrical Hazards Never Exposure to Communicable Diseases Never

FLSA Status Non-Exempt Length: 1-3 months, with potential to extend Schedule: 7:30 AM- 4:30 PM (Mon-Fri) Pay: $19.98/hour- $23.99/hour