Summary of Duties: Perform a wide variety of administrative, office management, customer service-related duties, and support to the assigned department. Duties include but not limited to clerical, customer service, scheduling, reporting, mail distribution, and invoice processing.
Emergency Response Responsibilities: During emergency conditions, subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.
Essential Duties and Responsibilities:
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Provide a high level of customer service to internal and external customers by answering questions and providing information on matters related to the assigned department.
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Independently perform office support duties for the department including maintain files, route incoming and outgoing mail, make copies, send faxes, printing labels, and other miscellaneous administrative support activities.
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Greet visitors and direct them to appropriate area or person or handles personally.
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Route incoming mail. Locates and attaches appropriate documents and routes to appropriate staff.
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Composes and type routine correspondence. Prepare outgoing correspondence and information packets.
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Prepares departmental reports and presentation materials as requested.
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Organizes and maintains department office supply, printed material inventory and other required departmental materials.
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Attends a variety of meetings related to departmental and interdepartmental activities and programs.
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Maintains records and develops tracking systems for activities specific to the department.
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Monitor invoices and budget tracking; reconcile petty cash.
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Preparing and routing invoices and/or purchase orders for processing or payment.
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Reports to Assistant Director but also offers support to other departments and managers as needed. Assists in the preparation of project packets, bids, and contracts.
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Assists in creating and processing work orders and 311. At various times, may provide support of the resident care center during the event of a catastrophe or disaster.
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Recommend improvements in workflow, procedures and use of equipment and forms.
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Perform special projects for management staff, either conducted within the department or interdepartmentally. Conducts research, assesses and evaluates findings, and present findings to management. Identifies resource needs and develops action plan; set up plans and procedures for achieving objectives.
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Performs other duties as assigned.
Physical Demands: The physical demands described here are representative of those that must be met by an employee 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 employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, and crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Work Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Good: Relatively free from unpleasant environmental conditions or hazards. Office environment and little physical effort are required. The noise level in the work environment is usually moderate.