Administrative Aide

PRIMARY FUNCTION: Perform various assignments and related office administrative/technical duties within section or department. Job duties for this position reflect specific nature of department involved. Ability to apply acceptable computer skills in at least two software packages over and above word processing is required: such as graphics, database management, spreadsheets, etc., using currently applied office software programs such as Microsoft Word, Microsoft Excel, Powerpoint, Access, etc.
WORKING PROCEDURE AND/OR RESPONSIBILITY ASSIGNED:
THE FOLLOWING ARE THE USUAL MAJOR JOB DUTIES BUT THIS JOB DESCRIPTION DOES NOT PRECLUDE THE PERFORMANCE OF OTHER DUTIES BY THE INCUMBENT.
1. Prepare correspondence, reports and forms. Compose basic routine correspondence and prepare letters. Determine informational sources, accumulate and compile information from general instructions for non-routine detailed reports. Follow-up correspondence; keep appropriate personnel informed of status completion.

2. Use job-related equipment and appropriate software packages as identified above in performance of assigned administrative job responsibilities.

3. Format, arrange and evaluate diversified material for presentation of reports and other material. Check financial or mathematical data; prepare and proofread reports and other documents for accuracy and completeness.

4. Receive and process documents and compile pertinent information into various records, such as engineering releases, waiver and approval requests, schedule, budget and financial control reports, etc.

5. Prepare administrative data, tables, curves, flow charts, graphs and statistics, as directed. Revise data on spreadsheets and in database programs, applying basic formulas and formats as applicable.

6. Assist group/departmental personnel in variety of other duties, including maintaining records and charts, such as cost control and expenditures, expediting and tabulating data for quotations, etc.

7. Perform basic calculations using procedures and/or existing computer programs for review by higher classified personnel, such as budget and cost data, scheduling quotations, proposals and similar information.

SCOPE, PURPOSE AND FREQUENCY OF CONTACTS:
Demonstrate quality in work, initiative and responsiveness and communicate effectively with contacts as identified below.

Intradepartmental Frequent To obtain, provide and discuss information and data related to all aspects of assignments.

Interdepartmental Frequent To obtain, provide and discuss information and data related to all aspects of assignments.

External Customers Occasional To obtain, provide and discuss information and data related to equipment, scheduling, proposals, contracts, etc.

Vendors Occasional Order supplies/material, describe material needs, be able to estimate quantities. Describe equipment malfunctions. Request equipment repairs.

DIRECTION OF OTHERS:

May occasionally provide guidance and assist equal or lower classified personnel on work assignments.

DIRECTION RECEIVED:

Receive specific instructions on new or special work from supervisor and occasional guidance from higher classified personnel, including engineers, administrative personnel, etc.
EDUCATION REQUIREMENT:
High school graduate or recognized equivalent with specific knowledge and training in business technical practices. Must be able to type 50 words per minute.

Position will be required to work 8:00 AM to 4:30 PM.