Administrative Support I

Description of Work

Position Definition: Performs a wide variety of general clerical and/or account keeping functions encompassing a range of diverse but routine functions including basic processing, reception, filing, record keeping, bookkeeping, data entry, and typing with speed and accuracy.

General Duties: Types a variety of forms, cards, labels, envelopes, routine memos, requisitions, accounting and financial statements, etc. and proofreads materials. Prepares agendas, takes and transcribes meeting minutes. Sets up and maintains records and files according to established procedures and searches files for information. Compiles information from standard sources and prepares reports. Provides staff coverage at the reception desk. Answers phone, relays calls and takes messages. Receives and directs visitors. Handles routine requests for information or assistance over the telephone or in person (counter, reception or information desk). Schedules appointments, collects payment and insurance information, and registers patients. Obtains information, assists with applications, and prepares and processes permits or licenses after assuring that all requirements are met. Copies and collates materials. Prepares routine forms and correspondence. Receives, sorts and distributes mail. Performs a variety of basic and repetitive processing tasks, e.g. sorts, numbers, codes and files materials, reviews materials for accuracy and completeness, makes changes per instructions or as authorized, verifies information through cross-referencing of existing computer and/or manual files or inquiries by phone or form letter to senders or other departments. Assists in or maintains inventory and orders supplies. Operates various office machines, including but not limited to calculators, copiers, faxes and personal computers. Enters and retrieves data from automated financial, department specific and HRIS systems. Prepares department payroll. Performs related duties as required.

Additional Duties: Participates in emergency response and planning activities and quality improvement efforts. May assist with translation and interpretation services for patients and clients.

Supervised By: Works under the supervision of an employee of higher grade.

Note: The above tasks and responsibilities are illustrative only. The description does not include every task or responsibility.

Required Knowledge, Skills and Abilities

Good knowledge of office terminology, procedures and equipment; good knowledge of business arithmetic and English. Some knowledge of elementary bookkeeping. Ability to maintain complex clerical records and prepare reports from such records. Ability to make minor decisions in accordance with laws, ordinances, regulations and established policies. Ability to perform basic clerical tasks such as coding, sorting, alphabetizing and numeric ordering. Ability to follow oral and written instructions and to communicate effectively orally and in writing. Ability to organize and file documents. Ability to operate office equipment. Ability to utilize various office automation software, including including word processing systems, calendar, e-mail, spreadsheets and database management programs, department specific software, and electronic health/record systems. Ability to type from clear copy or rough draft, using a word processor, with speed and accuracy; ability to deal effectively with others, including the general public and co-workers. Bilingual English/Spanish preferred.

Minimum Qualifications

High School Diploma or GED and one (1) year of responsible office experience using word processing or performing account keeping tasks.

Special Licenses/Certifications AND/OR Supplemental Information

Hourly Rate: $20 -$23 per hour

Hours: Up to 19.5 hours per week

The City of Norwalk is an Affirmative Action/Equal Opportunity Employeer

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