Administrative Assistant

Job Description

Ethics Department

Administrative Assistant

Posting Expires: May 14, 2025

Salary Range: $20 - $25/hourly

General Description and Classification Standards

Performs a variety of investigative and administrative support tasks for the Ethics Office. Responsibilities include preparing, reviewing, distributing, and organizing investigative reports, maintaining accurate records and case files, and handling a range of office duties. This position also manages incoming calls and inquiries, provides general information via phone, email, or written correspondence, and assists with document preparation and scheduling.

Supervision Received

Works under very general supervision. May work independently or with other workers with responsibility for the completion of assigned tasks.

Essential Duties and Responsibilities

Listed below are the typical responsibilities for this position. This list should not be construed as exclusive or all-inclusive.

Composes and prepares routine correspondence, including letters, memoranda, reports, and other official documents. Transcribes investigative notes and audio recordings into appropriate formats. Assists in preparing comprehensive and organized case files. Supports the creation of narrative, statistical, graphic, and tabular reports. Handles intake for investigative complaints and prepares initial intake reports. Manages incoming calls and inquiries, routes messages, and responds to basic requests. Coordinates meetings, appointments, and interviews; maintains and updates calendars. Reviews draft documents for accuracy and corrects errors before finalizing. Maintains orderly filing systems and ensures documentation is properly stored and retrievable. Performs other related duties as assigned.

Decision Making

Use independent judgment in routine and non-routine situations.

Leadership Provided
None

Knowledge, Skills & Abilities
This is a partial listing of the necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

Knowledge of office structure, procedures, and administrative practices. Strong sense of ethics, discretion, and sound judgment. Ability to multitask and work independently with minimal supervision. Strong attention to detail and active listening skills. Excellent written and verbal communication skills. Proficient in Microsoft Office Suite (Word, Excel, Outlook, OneDrive, etc.). Ability to compile, organize, and maintain records, reports, and data. Professional and courteous interaction with internal and external contacts.

Qualifications

Minimum Qualifications - Education and Experience

High school diploma or GED 1-3 years of progressively responsible secretarial, clerical, or general administrative experience are required.

Preferred Education & Experience

Associate or bachelor's degree in secretarial science, business/public administration, or related field and 3-5 years of secretarial, clerical, or general administrative experience preferred.

Licensures and Certifications

None

Essential Capabilities and Work Environment

Minimal required physical and lifting. Sensory capabilities typical of an office work environment are requirements to perform the job successfully. Typical environmental conditions associated with the job.