Administrative Assistant

Town of Bel Air - Bel Air, MD (30+ days ago)


The Town of Bel Air is accepting applications for the position of Part Time Administrative Office Assistant Secretary II in the Department of Human Resources and Administration.

Responsibilities include but are not limited to: filing and electronic records management, processing invoices and vouchers, tracking attendance, assists with biweekly and monthly regulatory compliance reporting, drafting formal correspondence, answering the phone, taking messages, processing mail, managing calendars, updating website content, data entry, compiling data, creating reports, and other basic clerical and administrative duties as assigned.

Work Schedule: Five days a week, Monday through Friday, from 11:30 AM to 4:30 PM.

Microsoft Office skills, including Excel, Access, etc. are critical.

This position requires graduation from a recognized high school or equivalent and at least two years of experience in an administrative position. The ideal candidate will have a pleasant and courteous personality, strong administrative and organizational skills, strong phone and computer skills, and excellent communication and interpersonal skills.

RESPONSIBILITIES
  • Greets visitors and guests and directs them to the right person or department
  • Coordinates questions and issues with the appropriate department personnel
  • Manages inbound communication, such as phone calls and messages, e-mails, and letters
  • Drafts outgoing correspondence (letters, e-mails, memos) and reports (charts, tables, graphs, etc.)
  • Manages office or department calendar
  • Manages office or department supplies within budget
  • Provides clerical support, such as typing, filing, copying, data entry, and record keeping
  • Ensures adequate office supplies are available for the department’s daily activities
  • Screens visitors, telephone calls, and incoming mail
  • Answers routine questions and meets specified deadlines
  • Assembles data for use in compiling reports
  • Capable of administering a particular program such as payroll, employee insurance, inventory and budget
  • Capable of performing bookkeeping duties
  • Diplomatically handles frequent contact with other departments and the public
  • Files Town documents, cards, cases, correspondence, publications and miscellaneous information
  • Maintains account records for department
  • Maintains employee leave records and employee files
  • Maintains Town file records and confidential records
  • Refers complex problems to supervisor
  • Responsible for data entry, content and operation of department databases, website pages and other computer systems
  • Responsible for processing invoices and vouchers
  • Schedules meetings/appointments
  • May take minutes at various board, commission, committee, and/or staff meetings
  • Performs other duties as assigned
QUALIFICATIONS
  • High school diploma or GED required; some post high school education or training preferred
  • Two years of relevant experience required
  • Highly professional and dependable
  • Helpful attitude and friendly demeanor
  • Excellent communication, customer service, and problem solving skills, including the ability to maintain composure under stress
  • Professional writing skills to compose memos, letters, and other business correspondence observing all rules of grammar, spelling, and punctuation
  • Excellent telephone skills
  • Highly productive with minimal supervision
  • Strong scheduling and organizational skills; experience with travel logistics a plus
  • Strong computer and internet skills, including Microsoft Office suite
BENEFITS
  • Sick Leave
  • Personal Leave
  • Employee Assistance Program