Administrative Support Specialist

4 weeks ago

Delaware, United States City Of Delaware Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at the City of Delaware. As an Administrative Assistant, you will provide administrative support to our department, ensuring the smooth operation of our office.

Key Responsibilities
  • Provide administrative support to the department, including coordinating communications, customer service, scheduling, and data entry.
  • Answer incoming phone calls, emails, and other electronic inquiries, providing general department information and referring customers to appropriate staff as needed.
  • Maintain, file, and retrieve materials using established paper and electronic filing systems.
  • Update and maintain documents, spreadsheets, databases, and reports, and assign codes and record numbers.
  • Receive and process applications, forms, and other documents, and prepare them for processing.
  • Ensure documents are complete with proper signatures, stamps, or other written information.
  • Perform data entry of general financial and purchasing functions, including purchase requisitions, service orders, invoices, and check requests.
  • Compose routine correspondence and proofread/edit documents, checking forms and materials for accuracy and completeness.
  • Open, sort, and distribute mail, and prepare outgoing mail.
  • Order, stock, and distribute office supplies, and match invoices to packing slips and validate deliveries.
  • Schedule appointments and routine meetings, reserve rooms, and order refreshments.
Requirements
  • High school diploma or equivalent required.
  • One to two years of previous experience in the administrative services field.
  • Must be honest, dependable, and trustworthy.
Preferred Qualifications
  • Supplemental training in administrative coursework.
  • Three to five years of previous experience in the administrative services field.
  • Certifications in specific field/department preferred.
Working Conditions

The majority of work is performed in an office environment where the physical demands require sitting for extended periods of time, frequent use of computers and standard office equipment, and may work under stress of deadlines.

Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively with others in person and over the telephone.

Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and to review, evaluate, and prepare a variety of written materials on a computer for extended periods of time.

Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment and computer systems.

Sufficient personal mobility and flexibility, with or without reasonable accommodation, which permits the employee to work in an office setting and to sit for extended periods of time.

Sufficient ability and strength to lift, carry, or otherwise move objects up to twenty (20) pounds for varying distances.

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