Administrative Secretary, LB

The purpose of this classification is to provide clerical and administrative support to an assigned department. Work involves preparing a variety of documents such as operational and administrative forms, reports, records and summaries; entering data and retrieving information from department databases; maintaining automated and manual files; and assisting callers and/or visitors.

Prepares department records, reports and forms; prepares correspondence and letters; receives documents and/or retrieves information from drafts, summaries, databases or other source documents; and incorporates information into prepared materials; and proofreads for accuracy and completeness. Copies and distributes documents as appropriate. Prepares and processes administrative documents (i.e. payroll, accounts payable, invoices, purchase orders etc.). Prepares and processes program/operational documents (permits, work orders, applications, agreements, deeds, project records, etc.). Researches, assembles and compiles information needed to complete documents. Establishes, updates and maintains information in automated information systems; enters operational, account, and/or program information into databases; retrieves data from databases; creates new spreadsheets/files; and purges old data. Researches information from databases as requested. Generates reports, logs and listings from databases. May include scanning paper documents into digital database. Orders office supplies; makes travel arrangements and reservations; and maintains calendars for management staff or conference rooms. Receives and assists visitors and/or callers; provides information; and/or directs visitor/caller to appropriate staff member or department. Prepares and maintains department files and records to include files of department correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files. Receives, dates and distributes incoming mail. Prepares and proofreads outgoing mail. Operates a personal computer, telephones, radios, copiers and other general office equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

High school diploma or GED; with additional coursework in secretarial sciences; supplemented by one year of responsible clerical experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Fingerprinting may be required.