Administrative Assistant, HEAP
Purpose of Classification:
The purpose of this classification is to perform administrative support and clerical functions for the Home Energy Assistance Program and other supportive energy assistance programs.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
1.Provides clerical and administrative support for the HEAP department.
2.Maintain record of employee attendance and submits daily report to Community Services.
3.Uses automated office equipment (computer, typewriter, etc.) as necessary to prepare correspondence including reports, letters, memorandums, for the Home Energy Assistance Program.
4.Accesses OCEAN database to review, research and coordinate responses to inquiries received from the Office of Community Assistance
5.Works collaboratively with HEAP Supervisor to prepare A/C and/or Fan benefit order submission for delivery to customers during Summer Crisis Program.
6.Establishes and maintains administrative, programmatic, and confidential files for the HEAP Program.
7.Provides information and referrals to clients seeking services from CEOGC and Community Services Programs.
8.Prepares regular HEAP applications for distribution to community outlets (libraries, community centers, city halls, etc.) and maintains an accurate record of the number of applications including lists of which outlet received them.
9.Completes purchase and supply requisitions for items needed to operate HEAP. Acquires, maintain, and distributes supplies as needed.
Establishes and maintains system for tracking, monitoring and filing documents generated by program staff. Assist in designing formats and reporting layouts. Assist manager in the overall management of the program.
Completes purchase requisitions for program customer benefit payment obligations.
Screens and appropriately directs calls, messages, and departmental mail (opens, screens, and distributes).
1.Answers multi-line telephone system to relieve the Customer Service Specialist for breaks when necessary.
2.Performs other related duties as assigned.
Performs other related duties as required.
1.High school or general equivalency diploma (GED).
2.Three (3) years of increasingly responsible administrative assistant experience or secondary school training in business and/or administrative procedures or two (2) years of on the job secretarial experience.
3.Demonstrated the ability to type 35 words per minute.
4.Good oral, written, and interpersonal skills and demonstrated use of proper grammar, punctuation, sentence structure and spelling skills.
5.Well organized with the ability to demonstrate a high degree of initiative, tact and good judgment
6.Ability to independently manage multiple priorities and request in a timely manner.
7.Proficient in the use of automated systems including word processing and spreadsheet software including the ability to set up and format both technical and routine materials. Ability to use office production software and electronic databases to produce documents and reports.
8.Ability to interface in a high volume public contact environment.
9.Excellent knowledge of office equipment, computers and software, and office procedures.
Additional Requirements/Conditions of Employment:
Successful results of pre and continued employment assessments including fingerprinting, drug testing, medical examinations and background check(s).
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