| Description: |
Client company seeks a high level administrative assistant assisting
with the daily operations and administration of the department.
Responsible for clerical, bookkeeping and financial record keeping as
well as work processing the payment of bills pertaining to the
Department; performs other related work as required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
(The essential functions or duties listed below are illustrations of the
type of work that is 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.)
- Acts as confidential Administrative Assistant performing general
administrative, secretarial and office duties. Provides preparation and
typing of outgoing and internal correspondence regarding confidential
matters.
- Responsible for preparing and maintaining all confidential files of
the office of the Chief, including disciplinary records, internal
investigations, and other confidential materials.
- Distributes incoming mail and handles sensitive and confidential correspondence.
- Answers and screens telephone calls; makes referrals and provides assistance and information. Schedules all appointments
- Administers the accounts payable process; examines purchase orders
for accuracy; enters information into database; forwards/files copies;
matches invoices to purchase orders; processes for payment. Checks all
claims for accuracy; verifies account codes; resolves disputes within
area of authority and responsibility.
- Monitors purchases and expenditures in accordance with budgetary
guidelines. Prepares periodic financial, statistical or operational
reports as assigned.
- Prepares the necessary forms and reports for accounts payable
processing; reviews documents for accuracy; detects errors and makes
changes as necessary. Prepares periodic financial, statistical or
operational reports as assigned.
- Performs general administrative duties for the department. May provide secretarial support to the Finance Officer.
- Prepares annual benefits payments for department personnel.
- Prepares orders for department operational needs.
- Responds to routine complaints and requests for services
- Maintains records of injuries, apparatus accidents and medical bills.
- Provides back-up clerical support to other clerical staff as needed.
- Performs similar or related work as required.
SUPERVISION
Works under the general direction in accordance with established
policies and procedures; coordinates accounts payable functions under
the supervision of the Finance Officer. Works independently to complete
assignments according to prescribed time schedules; unusual situations
are referred to supervisors.
WORK ENVIRONMENT
- Performs work in office conditions; the nature and volume of work are usually stable.
- The employee operates standard office equipment.
- The employee has frequent contact with the public, town departments, and vendors.
- The employee is required to use discretion regarding departmental
confidential information, including personnel files, legal proceedings
and criminal records.
- Errors are easily detected and corrected.
RECOMMENDED MINIMUM QUALIFICATIONS
EDUCATION AND EXPERIENCE
High school diploma; business training; five years of office or business
experience; municipal experience preferred; or an equivalent
combination of education and experience.
KNOWLEDGE, ABILITY AND SKILL
- Knowledge of office practices and procedures; familiarity with
department operations and procedures; familiarity with basic accounting
principles and MUNIS billing systems.
- Ability to work independently, organize time and complete tasks to
meet deadlines; ability to communicate effectively with the public
verbally and in writing; ability to maintain confidential information.
Interpersonal skills; computer skills, including word processing and
spreadsheets; typing and office skills; organizational skills;
mathematical skills; written and oral communication skills.
CONTACT
Derek Cirino, ACE Employment: DCirino@aceboston.net
Tell them you saw the ad on Cyber Cafe @ Malden Square online jobs board.
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