Administrative Aide

Kenmore-town Of Tonawanda Ufsd Admin BLDG - Albany, NY

Full-time - Entry Level

Albany, NY

Educational Services

About the position

The Administrative Aide position is located within the Educational Support Services at 900 Watervliet-Shaker Road. This role primarily involves providing administrative support and performing a variety of routine tasks that are essential for the smooth operation of the agency. The Administrative Aide will work under general supervision, receiving work assignments from a superior, with a focus on delivering support services that may involve interaction with the public or other municipal departments. The nature of the work is routine, but more complex assignments will be handled under direct supervision or through discussions with the agency head or immediate supervisor. The position requires a proactive approach to handling administrative duties and the ability to adapt to various tasks as needed. In this role, the Administrative Aide will engage with individuals registering complaints about the agency's services, answer routine correspondence, and prepare various reports. The aide will also be responsible for maintaining financial records, sorting and filing information related to vouchers and purchase orders, and conducting special studies as assigned. A good understanding of office terminology, business arithmetic, and personnel methods is essential, along with the ability to work collaboratively with colleagues and the public. The position demands a physical condition that is commensurate with the demands of the role, ensuring that the aide can effectively manage the responsibilities assigned to them.

Responsibilities

• Talks with persons registering complaints regarding the agency's services, rules and regulations.
• Answers routine correspondence on the agency or sections work responsibilities and directs callers to offices where problems may be resolved.
• Prepares a variety of routine reports as assigned.
• Obtains a variety of information preparatory to the budget, annual reports or similar projects.
• Sorts, files and maintains a variety of information for vouchers and purchase orders in alphabetic and/or numeric order.
• Operates a computer terminal in maintaining various financial records and reports.
• Undertakes special studies as assigned on the agency's implementation of rules, regulations and operating procedures.
• Keeps and maintains records and reports.

Requirements

• Graduation from a regionally accredited college or university with an Associate's Degree in Secretarial Science, Business, Business Administration, Accounting or related field and one (1) year of clerical experience involving the operation of a computer for word-processing, database or spreadsheet applications.
• Graduation from high school or possession of a high school equivalency diploma and three (3) years of experience as defined in the previous point.
• Good knowledge of office terminology, procedures and equipment.
• Good knowledge of business arithmetic and English.
• Working knowledge of personnel methods and procedures, organization, reporting and communications.
• Working knowledge of statistical techniques, particularly in relation to the collection and tabulation of raw data.
• Working knowledge of budget and purchasing procedures.
• Ability to layout work for others.
• Ability to get along well with subordinates and others and to secure their cooperation.
• Ability to properly interpret and make decisions in conference with laws, regulations and policies.
• Ability to keep records and to prepare periodic reports on such records.
• Physical condition commensurate with the demands of the position.