Training and Logistics Administrative Assistant
1 week ago
- Process and maintain personnel information including new hires, terminations, and status changes
- Develop, update, maintain and retrieve data from spreadsheets, database programs and/or other sources
- Issue written communication and mailings; compose, proof, revise documents including agendas, brochures, email, meeting minutes, reports etc.; prepare, assemble and distribute official hearing records, including public notices, letters and legal publications as needed
- Research, compile, analyze and summarize data for departmental use during meetings, budget reviews, and/or special events
- Maintain electronic and paper-based information, directories and filing systems including monitoring departmental updates, changes, deadlines and pertinent expiration dates
- Utilize and maintain departmental management systems which include verifying data entry for accuracy, managing customer service requests, generating reports and tracking resources
- Responsible for department/division reception and front desk services; screen and direct calls and/or emails
- Create, update and maintain spreadsheets, documents, invoices, requisitions and agreements ensuring accuracy and compliance to applicable rules and regulations
- Review and ensure work products for accuracy and completion; provide accurate and confidential data entry and data retrieval including, but not limited to, timesheet verification and database maintenance
- Monitor and track departmental information and accounts including permits, expenditures, budgets etc.
- Update and maintain information on websites including the City's intranet and internet sites
- Manage and/or coordinate public records requests, records filing and archiving
- Order uniforms and/or office supplies and maintain inventory and equipment as required; act as the point of contact for ordering and coordinating repairs for machinery as needed
- Receive and distribute mail; arrange for mail pickup/drop off
- Disseminate information throughout the City; prepare and distribute reports and memos to other departments, employees and/or the public
- Administer and maintain absolute confidentiality of work-related issues, client records and City information
- Monitor compliance to security procedures and privacy laws, policies and guidelines as applicable to the department/division; explain applicable internal procedures
- May oversee the work of other staff including scheduling, directing and leading the tasks of supplemental staff; respond to questions regarding departmental events, policies and procedures; provide guidance and direction to others as it pertains to these events, policies and/or procedures,
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