Fiscal Administrative Assistant

The Fiscal Administrative Assistant is responsible for a variety of essential functions which support eligibility of services. Position requires professional demeanor and a high level of confidentiality/privacy. Maintains effective working relationships with others across all County government departments and with personnel at all organizational levels.

• Understands the primary functions of the fiscal operations including terminology and fundamentals. Initiates correspondence requiring knowledge of County fiscal procedures and policies. Develops and maintains confidential or complex files. Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.
• Works independently, with minimal supervision, in accomplishing job responsibilities. Coordinates activities with internal and external customers.
• Communicates with a wide variety of State and County professional and upper level management, as well as professionals representing fields of medicine, education, law enforcement, social services and private industry.
• Furnishes and obtains information from a wide variety of key personnel, communicating instructions on requests involving key agency functions.
• Facilitates processing of non-routine administrative business matters by evaluating information, making independent decisions about the process to be followed and actions to be taken in a wide variety of circumstances.
• Office support work includes typing of all inter-office, intra departmental and other correspondence, filing, and Xeroxing, scanning, mail coordination for the agency. Assumes responsibility for work of a complex, technical and confidential nature, involving high level administration and personnel information.
• Enters, maintains and retrieves information using the computer and receives and reviews coded and uncoded source documents; reviews data and makes routine corrections.
• This position requires suggestions for office improvements, revision of guidelines for performing job responsibilities and acceptance of new work assignments. Works as a team member to promote effective and efficient operations within the department.
• Represents and supports fiscal operations at ongoing and/or time-limited meetings and financial audits.
• Attends workgroups and consortiums as assigned.
• Accepts special assignments which may include participation in planning, organizing and coordinating events and/or other non-routine meetings.
• Facilitates information exchange among the county entities, identification and coordination of activities necessary to fulfill the mission of the organization.
• Responsible for preparing and distributing electronic notices to memberships. Assists in planning activities, locating meeting sites, scheduling participation of various departments and personnel, identifying the sources and resources necessary in completion of the activities and facilitating the distribution of information. Attends all meetings as directed.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of office equipment operation, including switchboard, facsimile, computer.
• Knowledge of basic business English, grammar, punctuation and vocabulary and ability to apply in professional office context.
• Knowledge of the maintenance of complex records; and of the major policies and procedures governing assigned programs.
• Knowledge of contemporary office practices and procedures.
• Professional in-person and phone demeanor and information gathering skills, in communication with general public.
• Ability to effectively handle multiple situations; flexible and open to changes in procedures.
• Ability to exercise independent judgment, and to work with a minimum of direct supervision.
• Ability to maintain effective working relationships with others.
• Ability to handle confidential work; to interpret and handle routine matters in accordance with agency policy; and to follow oral and written instructions.
• Ability to effectively interface with the general public and professionals in business setting, including emotional individuals, or those with special limitations.
• Ability to work in fast paced environment and to prioritize workload to meet emergent deadlines.

MINIMUM EXPERIENCE AND TRAINING:

• High School Diploma or GED and four years of technical clerical office work or an equivalent combination of education and experience in a professional office environment.

• Proficiency in Microsoft Word and Excel or equivalent database management software.

• Strong organizational and administrative skills.

• Keyboard skills of a minimum of 40 correct words per minute.

• Pennsylvania Residency is a requirement for this position.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop or kneel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. The noise level in the work environment is usually moderate.

EQUIPMENT NEEDED: Must have automobile in good working condition with Pennsylvania driver's license and adequate insurance coverage.