Provides direct administrative support to departments to which assigned to include phone and walk-in assistance, preparing and maintaining manual and computerized reports; typing, word processing and data processing duties; maintaining complex and/or confidential records and files for department public boards and/or legal counsel; frequent interactions with community members, vendors, public regarding board issues, public meetings, agenda items and general operations. (These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Prepares draft agendas from material submitted by staff; develops and collates agenda, attends meetings, transcribes minutes including boards and commissions.
• Access to confidential information under state and local statue; access to confidential state computer systems.
• Notarizes confidential, sensitive board/legal documents.
• Performs legal redaction of documents under direction of supervisor, state guidance.
• Prepares correspondence, memorandum, reports, schedules, forms etc. into final form from rough draft, copy, marginal notes or verbal instruction.
• Prepares a variety of complex materials such as technical monthly, quarterly and annual reports, spreadsheets, newsletters, brochures, fliers, etc.; may update department website.
• Collects data for records and reports.
• Data entry into appropriate computer systems.
• Assists in monitoring department or area budget; maintenance of related files and records; posts and makes entries into accounts.
• Receives and processes data and reports.
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures.
• Receives, opens and date-stamps incoming mail; sorts and delivers mail to proper person or agency.
• Supports recruitment process under hiring manager direction, including scheduling interviews, resume checks and scheduling correspondence to candidates.
• Schedules appointments, maintains calendars, conference room use and reservations; coordinates meeting arrangements.
• Verifies accuracy of departmental time sheets; assists with personnel records for the department as needed.
• Answers telephone; provides information to caller including routine and non-routine questions; refers where needed.
• Answers questions and responds to inquiries or complaints on department and/or operations, interprets established policies and procedures; receives and processes service requests.
• Through phone, email and in person answers routine questions concerning activities, programs, policies, procedures and rules governing department or activity; receives and processes service requests.
• Greets visitors, addresses their need, and refers to appropriate area/person if necessary.
• Receives, opens and date-stamps incoming mail; sorts and delivers mail to proper person or agency.
• Maintains and order supplies and materials for department; maintain vendor supply database, department purchasing information; maintains inventory records.
• Updates vendor contracts for approval by board/legal.
• Prepares invoices for services performed by the department, ensures accuracy of department billing information; receives and records payments received.
• Receives, receipts and records incoming funds; prepares and makes bank deposits.
• Supports department projects, places routine orders, assists with set up.
• Assigns work orders.
• Maintains detailed records and files.
• Undertakes special projects as assigned by supervisor.