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Administrative Assistant 1 Jurisdiction: Schuyler County Jurisdictional Class: Competitive Adopted: May 19, 2005; Updated: June 30, 2011; Updated: November 5, 2019 ADMINISTRATIVE ASSISTANT DISTINGUISHING FEATURES OF THE CLASS: This position involves responsibility for assisting a department head or administrator by performing a number of varied accounting and administrative tasks including program planning, budgeting, financial recordkeeping and reporting, and program evaluation. Work is performed under the general supervision of the department head with leeway allowed for the exercise of independent judgment in carrying out details of the work. Supervision may be exercised over the work of subordinate clerical staff. Does related work as required. TYPICAL WORK ACTIVITIES: Coordinates and supervises the maintenance of agency financial, payroll, fixed asset, personnel, and attendance records; Assists the department head in the preparation of the department’s annual operating budget and application for grants by compiling and analyzing financial data; Manages revenues and expenditures for budgetary control and processes requisitions and vouchers for payment; Maintains accurate financial records and completes financial reporting of documents as required for each funding source including preparation of federal and state aid claims and monitoring reimbursement; Prepares periodic fiscal and statistical statements and reports for agency use or submission to other agencies; Consults with department head and other staff on current fiscal and reporting requirements and control of expenditures; Performs cost studies and financial analysis for capital or other special projects and research assignments; Uses personal computer to develop complex accounting worksheets and financial reports; Assists department head with the preparation, analysis and review of contracts related to the purchase of equipment, materials, and/or supplies; Manages and monitors contracts and grants expenditures; Prepares and maintains bid contracts and all related notices and documentation; (Highway Dept) Assists in the formulation of policies and procedures for the administration of various programs; (Highway Dept) Interacts directly with internal and external customers on behalf of the department in carrying out the policies of the department; Assists in developing, reviewing, administering and assessing policies related to budget, program and agency procedures; Establishes and maintains control system for all agency equipment and fixed assets; Prepares and processes permit applications and requests; (Highway Dept) Administers highway grant funds; (Highway Dept) ---PAGE BREAK--- Administrative Assistant 2 Receives incoming communication by phone, mail, e-mail, etc., answering routine correspondence and routing balance to proper official; Trains and supervises subordinate clerical staff; Manages office equipment and supplies; Prepares and/or monitors the preparation of accident reports and OSHA and MSHA reports; (Highway Dept) Manage device inspection base sheets and vehicle scale sheets (Wts & Measures Dept) Performs related work necessary for the efficient execution of administrative functions of the department. FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of current principles and practices of business administration, record keeping, and budgeting; Good knowledge of office terminology, procedures and equipment; Good knowledge of business arithmetic and English; Good knowledge of the organization, functions, laws, policies and regulations of the agency to which assigned; Good knowledge of computer applications; Ability to handle routine administrative details independently, including the composition of letters and memoranda; Ability to plan, assign and review the work of others; Ability to interpret and apply complex federal and state fiscal regulations; Ability to understand and carry out complex oral and written instructions; Ability to establish and maintain cooperative relations with the public and other governmental and private agencies; Good judgment in solving complex clerical and administrative problems; Physical condition commensurate with the demands of the position. MINIMUM QUALIFICATIONS: Either A) Graduation from a regionally accredited or New York State registered college or university with an Associate's Degree in accounting, business administration, or a closely related field and two years of administrative, supervisory office, or program management experience with a public agency or private business which included financial record keeping; or B) Graduation from high school or possession of a GED and four years of experience as described in or C) Any equivalent combination of training and experience as defined by the limits of and