Seasonal Energy Services Administrative Assistant

PURPOSE

Supports the Energy and Emergency Services Department by handling office tasks, serving customers,

and generally being a helpful and positive presence for the department.

SUMMARY OF WORK ACTIVITIES, TASKS AND RESPONSIBILITIES

• Abide by applicable Agency rules and regulations.

• Answer general inquiry emails providing timely responses and tracking types of requests.

• Complete and submit all reports assigned by supervisor.

• Electronically schedule appointments using a variety of methods including mobile texting,

calendaring, and scheduling software.

• Greet customers, employees, and other individuals and answer questions, disseminate or

explain information, take orders, and address complaints by phone, email and in person, predominantly at the reception desk.

• Identify and report problems in obtaining complete and accurate information and data.

• Interpret' and explain information such as eligibility requirements, application details,

documentation requirements, and applicants' rights to appeal.

• Maintain and update filing, inventory, mailing, and database systems, either manually or

using a computer.

• Participate in professional development and training activities provided by the Agency.

• Perform general office activities, such as typing, answering telephones, using computers,

operating office machines, processing mail, or securing confidential materials, filing, typing,

copying, scheduling, scanning, faxing, processing mail, organizing, etc.

• Prepare routine correspondence and reports for both internal and external use, and review

and answer correspondence as assigned.

• Provide administrative support and assistance to department's management team.

• Serve as department's point person for intra-agency referrals tracking all referrals to

completion.

• Take inventory of supplies and equipment.

• Track materials removed from files to ensure that borrowed files are returned.