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Wednesday, August 28, 2013

Job Vacancy for Administrative Secretary Assistant

Administrative Secretary Assistant
Performs secretarial duties including typing correspondence, reports, memoranda from the * Department Head.
Receives and screens calls and correspondence directed to the Department Head.
Manage Department Head’s calendar and may arrange tentative schedules.
Answers and screens telephone calls for all office staff, takes and relays messages; responds to routine telephone inquiries; forwards calls to appropriate party.
Receives, date stamps and distributes incming mail and purchase requisitions to appropriate office staff.
Prepares special and recurring departmental reports by gathering data from various sources, compiling and typing data. * May revise special forms and department documents.
Maintains a variety of logs and files.
Responsible for auditing and processing charges for the County’s long distance telephone bill to over 30 * County departments. Prepares vouchers for each Department Head’s review and approval and processes billings to outside agencies not included in the County’s Accounts Payable system.
Monitors departmental materials and supplies and orders as needed.
May help new employees complete paperwork in order to be put onto the County’s payroll and informs them of various County policies pertaining to payroll.
Enters amounts from Budget Amendments and Transfers into computer system after County Board approval and returns approved paper copies to Departments.
Approve and process Payroll Advance checks and Accounts Payable checks. Types Investment Checks as directed by the Treasurer. Types reimbursement checks from various funds determined by information from monthly printouts.
Responsible for maintaining petty cash drawer and distribution of petty cash to other County departments when necessary.
Performs other duties as assigned.

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