Administrative Assistant (RFT)

Matanuska-Susitna Borough; Palmer (AK); On-site; USD 42,000 - 54,000; Full time

Job summary

The Matanuska-Susitna Borough is seeking an administrative and customer service professional to support assigned Borough operations. This role handles calendar management, correspondence, data entry and front-line customer interactions, both in person and by phone.

Qualifications include a high school diploma, at least three years in a related position, strong communication, basic computer skills, and the ability to work as part of a team; driving license and background checks may be required,

Qualifications

• High school diploma or equivalent is required.
• Three years of experience in a similar position.
• Strong communication and telephone skills, attention to detail, basic computer proficiency, reliability, and willingness to learn new processes.

Responsibilities

• Accounts Receivable: Collects monies for fees; prepares bank deposits; balances monies.
• Calendar: Maintains appointment and event calendars.
• Correspondence: Creates, edits, distributes varied correspondence and reports; prepares materials; reviews for grammar and style.
• Customer Service: Manages customer situations; responds to needs; seeks feedback to improve service.
• Data Entry: Inputs data into systems and verifies information.
• Mail: Opens and sorts mail; prepares replies.
• Meetings: Prepares meeting agendas and materials; records minutes; acts as department secretary.
• Phones: Screens calls; directs inquiries; maintains calendar.
• Process Invoices/Billing: Prepares invoices, purchase orders, contracts; updates budget data.
• Records: Maintains files and records; responds to public records requests.
• Supplies: Manages departmental supplies and purchases.
• Tracking: Gathers and verifies information; compiles data.
• Travel: Arranges travel for meetings and trainings.
• Website: May update the division webpage.
• Work Unit Liaison: Liaises with internal/external contacts; disseminates information.

Skills

Customer service

Office support

Reception

Data entry

Telephone skills

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 - G5 - 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 should include:customer service, office support, reception, data entry, or similar positions. Successful candidates will demonstrate strong communication and telephone skills, attention to detail, basic computer proficiency, reliability, and a willingness to learn new processes and procedures. The ability to courteously assist customers in person and over the phone, manage multiple tasks, and work effectively as part of a team is important.

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.

Completion of Incident Command System (ICS) courses, IC 100 and IS 700, within ninety (90) days of hire.

• 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.