POSITION DESCRIPTION Administrative Assistant

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POSITION DESCRIPTION Administrative Assistant Powered By Docstoc
					                    POSITION DESCRIPTION
                    Administrative Assistant
                    Updated: August 6, 2008         Pay Schedule: 14.60 – 19.58 (7 Step Plan) (FY 07/08)

Position Title: ........ Administrative Assistant
Division: ................ Administration
Supervised by: ...... Administrative Lead
Supervises: ............ None
Status: .................... Non-Exempt / Career

GENERAL PURPOSE
Performs routine clerical, accounting, and administrative work in accomplishing the financial and/or
administrative functions of the district.

SUPERVISION RECEIVED
May work under the direct supervision of the Administrative Lead and/or Finance & Administrative Manager.

SUPERVISION EXERCISED
None.

ESSENTIAL DUTIES AND RESPONSIBILITIES
• Processes accounts payable and/or receivable, including processing claims and vouchers for payment;
  matches invoices with purchase orders; checks all claims for accuracy; verifies account codes and signatures
  for proper assignment of budgetary expenditures; accurately posts payments and credits for accounts
  receivable.
• Acts as first line contact with vendors regarding billing problems.
• Maintains vendor records and produces 1099s.
• Prepares and makes district bank deposits.
• Maintains appropriate files, documents, and reports regarding accounts payable and/or receivable.
• Responsible for accurate and timely preparation of ambulance billing invoices.
• Performs a variety of personnel transactions including entering payroll data; processes and calculates a
  variety of payroll actions including wage garnishments, benefits withholding, overtime hours, workers
  compensation and uniform allowance wages; issues direct deposit/checks for all SFD employees.
• Produces employee W-2s at year-end reporting.
• Keeps Finance Manager informed of potential accounting and billing problems.
• Works closely with other Administration Division members to maintain the integrity of all SFD financial and
  administrative operations.
• Serves as primary customer contact at the front reception desk at the district administrative offices.
• Answers incoming calls for the administrative number; routes calls or provides information, as required.
• Handles basic customer service inquiries, via telephone, e-mail, or in-person.
• Provides support in the scheduling and maintenance of calendars for district facilities, activities, meetings,
  and various events; schedules and coordinates the use of SFD facilities with outside organizations.
• Performs typing/word processing assignments that may include correspondence, data entry, creation and
  design of forms and internal memorandums. Includes the maintenance of internal databases as appropriate.
• Shares overall responsibility for the orderliness and organization of the front office and workroom areas;
  includes maintaining necessary supplies in the work area, maintenance of forms cabinet, etc.
• Maintains confidentiality of information as assigned.
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• Produces reports, letters, and other correspondence, as needed.
• Performs routine filing duties.
• Maintains positive working relationship with employees and external customers.

PERIPHERAL DUTIES
• Gathers appropriate information for billing purposes, as necessary.
• Performs other administrative and clerical duties, as assigned.

MINIMUM QUALIFICATIONS
Education and Experience:
• High school diploma or GED; and accounts payable/receivable, ambulance/medical billing, finance,
  accounting or other related experience; and general customer service experience in a professional office
  environment.

Necessary Knowledge, Skills, and Abilities:
• Working knowledge of:
  - billing, bookkeeping, and general accounting procedures.
  - basic computer usage, including word processing, data entry, and spreadsheets.
  - basic telephone etiquette.
  - basic English usage, both verbal and written.
• Skill in:
  - typing 35 words per minute.
  - preparing billing invoices.
  - operating payroll and billing programs and operating within existing systems.
  - operating the listed computer applications and other equipment.
• Ability to:
  - efficiently and effectively perform accounts payable and receivable activities.
  - act as liaison between SFD, the vendors, and/or customers, and/or third party stakeholders.
  - prioritize work to meet goals and objectives within acceptable time frames.
  - organize and complete assigned work in a timely and efficient manner with limited supervision.
  - deal with complaints or questions from the public and/or district members in a courteous, tactful and
    friendly manner.
  - carry out assigned projects to their completion.
  - communicate effectively verbally, and in writing.
  - maintain the confidentiality of reports and other sensitive information in an appropriate manner.
  - handle stressful situations.
  - meet the Special Requirements listed below, as applicable.

DESIRABLE KNOWLEDGE, SKILLS, AND ABILITIES
• Associates Degree in Business Administration, Finance, Accounting, or a closely related field; and two years
  ambulance/medical billing, finance, or other related experience; OR,
• Experience with Sweetsoft Ambulance Billing software.

SPECIAL REQUIREMENTS
• Must be 18 years or older at time of hire.
• Must keep current with additions or changes to insurance laws.
• Must possess or be able to obtain by time of hire, a valid Arizona State driver's license.
• Must be able to read, write, and speak the English language.
• Must meet insurability requirements of District insurance carrier.

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 SELECTION GUIDELINES
 May include any or all of the following: Formal application; written test and/or assessment center; oral board;
 complete background/driver's license verification and check; hiring list; offer of employment; post offer
 physical examination including drug screen.

 TOOLS AND EQUIPMENT USED
 Personal computer including word processing and database software; copy machine; typewriter; fax machine;
 tape recorder; calculator; paper shredder; multi-line telephone and other general business office equipment.

 PHYSICAL DEMANDS
 The physical demands described here are representative of those that must be met by a member to successfully
 perform the essential functions of this job. Reasonable accommodations may be made to enable individuals
 with disabilities to perform the essential functions. While performing the duties of this job, the member is
 frequently required to sit and talk or hear. The member is frequently required to walk; use hands to finger,
 handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; and stoop, crouch, and
 kneel. The member must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by
 this job include close, distance, color, and peripheral vision, and the ability to adjust focus.

 WORK ENVIRONMENT
 The work environment characteristics described here are representative of those a member encounters while
 performing the essential functions of this job. Reasonable accommodations may be made to enable individuals
 with disabilities to perform the essential functions. The noise level in the work environment is usually moderate
 such as found in a normal business office with computers.

 The duties listed above are intended only as illustrations of the various types of work that may be performed.
 The omission of specific statements of duties does not exclude them from the position if the work is similar,
 related, or a logical assignment to the position. The job description does not constitute an employment
 agreement between the employer and member and is subject to change by the employer as the needs of the
 employer and requirements of the job change. SFD maintains a drug-, alcohol-, and tobacco-free environment.

 SIGNATURES—REVIEW AND COMMENT:
 I have reviewed this job description with any attachments and find it to be an accurate description of
 the demands of this job.
                         __________________________________            ____________________
                         Signature of Employee                         Date

 ___________________________________         ____________________________             ____________
  Job Title of Supervisor                    Signature of Supervisor                  Date

 ___________________________________         ____________________________             ____________
  Job Title of Manager/Director              Signature of Manager/Director            Date

 Comments:________________________________________________________________________
 __________________________________________________________________________________


EFFECTIVE:           08/06/08                                  REPLACES:            New
                                                              (Combines Office Assistant and Finance/Billing Clerk Positions)
FIRE CHIEF:      Original signed by Bill Boler

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