ADMINISTRATIVE ASSISTANT III - FACILITIES & FLEET

Cook County•Chicago, IL

About The Position

Under general supervision, independently provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise clerical staff and/or interns. The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee's normal line of work.

Requirements

Must possess an Associate’s Degree or higher from an accredited college or university in business administration, public administration or a substantially similar area and two (2) or more years of full-time work experience as an administrative assistant or substantially similar position; Or must possess a high school diploma or GED and four (4) or more years of full-time work experience as an administrative assistant or substantially similar position.
Skill and proficiency in the use of computers.
Skilled in the use of Adobe Suite.
Proficient in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook.
Competency in performing administrative work independently including the composition of letters, memoranda and reports. Skill in planning, developing and completing complex assignments with minimal direction.
Ability to exercise good judgment in making decisions.
Thorough working knowledge of or ability to quickly and effectively grasp and utilize the policies, protocols, systems, procedures, and technical vernacular of the agency, department and County as they are applicable to assigned duties and responsibilities.
Ability to work cooperatively with administrative, supervisory, technical and professional personnel in maintaining adequate clerical services.
Thorough knowledge of payroll procedures and regulations particular to area of assignment.
Knowledge of the services performed by the professional areas of the Finance Department.
Ability to make sound decisions and carry out programs affecting own work and the work of others either for constant or changing work situations.
Skill in the application of sound mathematic principles and basic bookkeeping methods relative to maintaining important financial or statistical records.
Good attention to detail, ability to proof, verify and edit complex data, from computer and documents.
Ability to follow-up in a thorough and timely manner relative to unresolved business.
Extensive knowledge of correct payroll language usage, punctuation and grammar, and their proper application to reports and records.
Skill and accuracy in the control, organization and maintenance of files and records according to various methods.
Good communication skills; ability to gather information from others and make inquiries; ability to convey information and explain or discuss office policy and procedure with others in person or by telephone.
Skill in the application of complex instructions, written and verbal; ability to accurately relate such instructions in full or part to other administrative staff.
Ability to coordinate several tasks and perform well under pressure; ability to fill in for and perform the duties of clerical staff as needed.
Ability to maintain confidentiality is mandatory.

Responsibilities

Oversees day-to-day administration of department function.
Prepares invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan appropriate course of action.
Coordinates processes requiring inter-departmental participation, initiating research and actions to address department needs.
Files and retrieves corporate documents, records, and reports.
First point of contact for department visitors, making initial determinations regarding needs and initial steps to address issues.
Independently prepares responses to correspondence containing routine inquiries.
May perform bookkeeping and logistics work.