Government Jobs
Administrative Assistant II - Bilingual
Government Jobs, Long Prairie, Minnesota, United States, 56347
Administrative Assistant II
Position performs Administrative Assistant assignments in assigned program areas, based upon previous office experience and cross-functional knowledge of agency programs, procedures, and practices. The Administrative Assistant II is a member of the administrative team which works to provide quality and timely support to the work of the organization. Basic Performance Expectations of all Todd County Staff Serves as a positive example to other County personnel with regard to workplace actions, decisions, work skills, attitude, and adherence to workplace policy and procedures. Has strong communication and interpersonal skills, is honest, fair, and dependable. Embodies teamwork and cooperation within and across County departments and with the public. Communicates effectively with the Department Head and keeps supervisor apprised of important matters ongoing in the department. Respect all colleagues, co-workers, board members, and the public and lead those around you to do the same. This position requires regular and timely attendance in accordance with the department schedule. Performs other duties as assigned or apparent. The following duties are normal for this position. These duties are not to be construed as exclusive or all-inclusive. Other duties may be required as assigned.
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. Responds orally and in writing to general inquiries based on knowledge of previous situations and knowledge of agency programs, policies, and procedures. Asks questions to determine client/customer needs and direct them to the appropriate staff member. Provides clients/customers with information on other community resources. Assists clients/customers in the proper completion of program forms. Responds to requests for information or questions from other employees by personal contact, phone, or e-mail. Types and edits materials using knowledge of procedures to determine the correct format, and questions the author if something is missing or incorrect. Composes form letters or other routine correspondence. Types and/or prepares special reports using knowledge of specialized software programs; assembles and sends application materials, attachments, and other forms based on knowledge of standard agency procedures. Codes, records, matches, posts, tallies, verifies, and/or corrects data in order to maintain accurate records and mailing lists. Documents and scans information, forms, referral information in appropriate computerized software programs. Maintains administrative or fiscal data and assists in preparing reports. Maintains adequate inventory of office supplies and forms required for agency operation. Responsible for maintenance of common spaces for appearance and functionality. Enters information into and retrieves information from data bases. Assists in the training of new office support staff. Attends staff meetings, workshops, and trainings. Provide back-up to Administrative Assistant I and Administrative Assistant II as designated. Minimum Education and Experience/Special Requirements High school diploma or GED and one to three years related experience in a similar position, or equivalent combination of education and experience. Must possess and maintain a valid driver's license. Must pass a criminal background check. Bilingual (English/Spanish) Preferred Qualifications Post-secondary education in office administration preferred. Knowledge, Skills, and Abilities Knowledge of agency programs, procedures, and policies. Knowledge of general office practices and equipment. Knowledge of job-specific computer software. Knowledge of business English, spelling, grammar, and punctuation. Knowledge of basic math. Knowledge of record keeping systems in order to maintain administrative and fiscal data and to prepare reports. Knowledge of legal or other technical terminology. Knowledge of community resources sufficient to be able to refer clients when needed. Ability to operate a variety of office machines/equipment. Ability to understand and apply oral and written instructions. Ability to organize and prioritize one's own work. Ability to use human relations skills to positively interact with and to work constructively with clients and other employees. Ability to do sustained typing accurately at a satisfactory rate of speed (for some positions). Ability to maintain the confidentiality of non-public information according to laws, rules, and policies. Ability to organize information into written documents and reports. Ability to communicate effectively, both orally and in writing. Physical Requirements This work requires the occasional exertion of up to 50 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle, or feel, frequently requires repetitive motions, and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling, and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines including office equipment, operating motor vehicles or equipment, and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
Position performs Administrative Assistant assignments in assigned program areas, based upon previous office experience and cross-functional knowledge of agency programs, procedures, and practices. The Administrative Assistant II is a member of the administrative team which works to provide quality and timely support to the work of the organization. Basic Performance Expectations of all Todd County Staff Serves as a positive example to other County personnel with regard to workplace actions, decisions, work skills, attitude, and adherence to workplace policy and procedures. Has strong communication and interpersonal skills, is honest, fair, and dependable. Embodies teamwork and cooperation within and across County departments and with the public. Communicates effectively with the Department Head and keeps supervisor apprised of important matters ongoing in the department. Respect all colleagues, co-workers, board members, and the public and lead those around you to do the same. This position requires regular and timely attendance in accordance with the department schedule. Performs other duties as assigned or apparent. The following duties are normal for this position. These duties are not to be construed as exclusive or all-inclusive. Other duties may be required as assigned.
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. Responds orally and in writing to general inquiries based on knowledge of previous situations and knowledge of agency programs, policies, and procedures. Asks questions to determine client/customer needs and direct them to the appropriate staff member. Provides clients/customers with information on other community resources. Assists clients/customers in the proper completion of program forms. Responds to requests for information or questions from other employees by personal contact, phone, or e-mail. Types and edits materials using knowledge of procedures to determine the correct format, and questions the author if something is missing or incorrect. Composes form letters or other routine correspondence. Types and/or prepares special reports using knowledge of specialized software programs; assembles and sends application materials, attachments, and other forms based on knowledge of standard agency procedures. Codes, records, matches, posts, tallies, verifies, and/or corrects data in order to maintain accurate records and mailing lists. Documents and scans information, forms, referral information in appropriate computerized software programs. Maintains administrative or fiscal data and assists in preparing reports. Maintains adequate inventory of office supplies and forms required for agency operation. Responsible for maintenance of common spaces for appearance and functionality. Enters information into and retrieves information from data bases. Assists in the training of new office support staff. Attends staff meetings, workshops, and trainings. Provide back-up to Administrative Assistant I and Administrative Assistant II as designated. Minimum Education and Experience/Special Requirements High school diploma or GED and one to three years related experience in a similar position, or equivalent combination of education and experience. Must possess and maintain a valid driver's license. Must pass a criminal background check. Bilingual (English/Spanish) Preferred Qualifications Post-secondary education in office administration preferred. Knowledge, Skills, and Abilities Knowledge of agency programs, procedures, and policies. Knowledge of general office practices and equipment. Knowledge of job-specific computer software. Knowledge of business English, spelling, grammar, and punctuation. Knowledge of basic math. Knowledge of record keeping systems in order to maintain administrative and fiscal data and to prepare reports. Knowledge of legal or other technical terminology. Knowledge of community resources sufficient to be able to refer clients when needed. Ability to operate a variety of office machines/equipment. Ability to understand and apply oral and written instructions. Ability to organize and prioritize one's own work. Ability to use human relations skills to positively interact with and to work constructively with clients and other employees. Ability to do sustained typing accurately at a satisfactory rate of speed (for some positions). Ability to maintain the confidentiality of non-public information according to laws, rules, and policies. Ability to organize information into written documents and reports. Ability to communicate effectively, both orally and in writing. Physical Requirements This work requires the occasional exertion of up to 50 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle, or feel, frequently requires repetitive motions, and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling, and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines including office equipment, operating motor vehicles or equipment, and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).