Alpha Rae

Personal Assistant/Account Clerk 3 (49084)

US-IN-Indianapolis
2 weeks ago
ID
2017-2439
# of Openings
1
Category
Administrative/Clerical
Length of Assignment
Thru 9/17/18
Working Hours
M-F 8:00AM - 4:30PM
Pay Rate
$13.50/hr
Area of City
Southwest Indianapolis 46241

Overview

Accounting/Data Entry - 75%
Scheduling/Calendars - 20%
Office Duties as Assigned - 5%

Responsibilities

  • Schedules appointments, meetings and conferences without prior clearance based upon personal knowledge of supervisor's workload and current issues of importance;
  • Reminds supervisor of appointments and furnishes information from files or schedules briefings by others in preparation for scheduled meetings;
  • Reschedules appointments when the supervisor can not meet previous schedules;
  • During supervisor's absence, maintains a chronological record of events including official visitors, decisions to be made upon return, unfinished business requiring attention and related matters;
  • Keeps informed of supervisor's whereabouts;
  • Reviews bills for correctness and consolidates bills into appropriate billing areas. If problems with billing arise, contacts supervisor for guidance on determining the appropriate action to resolve the issue;
  • Review the bills associated with local and long distance telephones, cellular phones, pagers, and high capacity circuit charges. Supervisor provides direction for proper accounting and billing to subordinate accounts;
  • Performs any combination of the following: calculating, posting, and verifying duties to obtain financial data for use in maintaining accounting records: Compiles and sorts documents, such as invoices and checks, substantiating business transactions. Verifies and post details of business transactions, such as funds received and disbursed, and totals accounts, using charges, rentals, and similar items.  May type vouchers, invoices checks, account statements, reports, and other records, using computer software;
  • Provides assistance in the procedural aspects of the office, including distributing work to clerical personnel; explaining report requirements and arranging for submission of data into general reports; and informing and instructing technical and clerical personnel in the preparation of correspondence;
  • Maintains office files of correspondence, directives, regulations, and other convenient information;
  • Utilizes word processing equipment to select information from source data or type, from plain copy or rough draft, a variety of material, including military and nonmilitary correspondence, reports, summary sheets and staff studies, and statistical and tabular material;
  • Receives requests for information including specialized or classified material from military and civilian persons. Information is frequently provided from personal knowledge of organizational operations. When information is not readily available, advises when it may be expected;
  • Performs related duties as required.

Qualifications

  • Specialized knowledge normally attained through a baccalaureate or equivalent level of experience may be substituted for formal education where appropriate;
  • General knowledge of data processing equipment (hardware and software) operations and capabilities;
  • Specialized knowledge of one computer language;
  • Working knowledge of sequential and random file processing techniques;
  • General knowledge of data processing policies, standards and procedures;
  • Working knowledge of various types of program development tools;
  • Ability to establish and maintain cooperative working relationships with other employees and agencies;
  • Ability to read and comprehend technical computer manuals;
  • Working knowledge and understanding of the equipment configurations being utilized and its compatibilities and limitations;
  • Knowledge and use of appropriate logic skills;
  • Ability to diagnose and solve production program problems;
  • Ability to communicate with users, both orally and written on appropriate level.

 

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