Temporary Personnel Services

The Vendor is required to provide temporary personnel services contractors to provide professional, efficient, and cost-effective temporary personnel services on an as-needed basis.
1. Office assistant
•    Performs general front lobby and reception duties; greets, receives, and screens visitors and telephone calls; responds to emails; takes messages, directs callers and visitors to the appropriate office or person, and provides factual information regarding authority programs, activities, and functions; assists in interpreting and applying policies, procedures, rules, and precedents in response to inquiries and complaints.
•    Opens, routes, and distributes incoming mail to appropriate staff; processes outgoing mail; sends and receives faxes and emails; routes documents for required signatures; copies, sorts, and distributes documents; prepares packages for shipment; accepts and delivers mail, packages, and office supplies. 
•    Types, formats, edits, proofreads, prints, duplicates, and distributes a variety of reports, correspondence, memoranda, agreements, charts, records, forms, contracts, ordinances, resolutions, and other documents; prepares routine correspondence; organizes, maintains, and updates databases of records, lists, and projects.  
•    Maintains lobby in an organized manner; prints resources and program forms and packets; ensures resources are stocked and available, monitors inventory, and orders necessary supplies. 
•    Creates standard spreadsheets; scans, indexes, and archives records, as assigned; routes documents for approval; organizes, files, and maintains a variety of department documents and related information; enters data and information into various databases and computer systems.  
•    Creates service requests and work orders; monitors status of service requests and work orders and closes out upon completion; communicates service request or work order status to clients and authority staff as appropriate. 
•    Completes, reviews, and processes a variety of documents including reports, applications, letters, claims, citations, and timecards. 
•    Prepares, maintains, verifies, and processes a variety of financial documents including invoices, credit card payments, deposits, purchases, and travel reimbursements; updates and maintains progress payment spreadsheets for various projects; prepares, checks, and inputs payroll records for division or department, as assigned; assists with preparing, tracking, and updating budget data, as assigned; researches billing and invoice discrepancies. 
•    Performs fiscal or purchasing related duties, such as reviewing procurement documents; orders and tracks purchases; reviews vendor and invoice information; assists with bid requests and price quotes, and prepares purchase orders; prints and reviews invoices for accuracy; and follows up with vendors; maintains related records. 
•    Schedules and coordinates meetings, appointments, services, and inspections for department staff, clients, and residents; completes registration and referral information; maintains related records. 
•    Oversees and orders office equipment and supplies; reviews inventory of supplies and stocks supplies as needed; troubleshoots and performs minor maintenance on office equipment; requests repair of equipment by outside vendors.  
•    Designs and implements file, index, tracking, and record keeping systems; researches records for report generation or compilation.
•    Works productively and cooperatively with others by demonstrating respect, patience, and equitable treatment of all internal and external customers.  
•    Observes and complies with authority and mandated safety rules, regulations, and protocols.  
•    Performs other duties as assigned.
2. Administrative assistant
•    Performs a variety of administrative functions involved in the operation of the assigned department; researches, prioritizes, and addresses incoming issues and concerns; provides information and handles issues that may require sensitivity and use of sound, independent judgment. 
•    Composes, types, edits, and proofreads a variety of documents, including forms, memos, contracts, administrative, statistical, financial, staff reports, and correspondence for division staff from rough draft, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections. 
•    Prepares and processes reports, forms, contracts, and records, such as the division’s budget, requests for payments, purchase orders, personnel action forms, timecards, invoices, requests for proposals, bid packages, contracts, and agreements.  
•    Assists or administers division projects and programs as assigned by management staff; provides assistance to division staff in various research and division-related projects.  
•    Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.  
•    Performs various accounting support work such as monitoring purchase orders and account balances; determining and calculating required fees; processing, reconciling, and verifying cash and monies expended and received; processing and auditing reimbursements, payment vouchers, check requests, and invoices; generating purchase orders; and allocating general ledger codes in accordance with authority policies and procedures.  
•    Manages and tracks the routing of a variety of documents, including coordinating the tracking of bidding and contracting processes; uses tracking systems to coordinate billing and payment. 
•    Screens calls, visitors, and incoming mail; receives and responds to calls received by the division; provides information to the public, including contractors and vendors, by phone or in person to ensure contract compliance and an understanding of division and authority policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to general public and staff inquiries and complaints; refers public to the appropriate division source; coordinates or resolves problems when appropriate. 
•    Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval; collects fees and issue permits. 
•    Creates, organizes, and maintains division records; organizes and maintains databases and determines how information can be extracted for various division or departmental reports; organizes and maintains contracts, bid documents, proposals, and related information. 
•    Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies division and program policies and procedures in determining completeness of applications, records, and files. 
•    Schedules and coordinates meetings, seminars, conferences, and training sessions for division staff; acts as meeting and committee secretary including preparing agendas and informational packets and setting up the room. 
•    Coordinates and integrates division services and activities with other authority divisions and outside agencies. 
•    Plans, organizes, coordinates, and evaluates the effectiveness of work processes, systems, and procedures to achieve efficiency and effectiveness in work standards; implements and utilizes various methods to analyze, manipulate, store, and retrieve a variety of department related data.  
•    Applies a variety of database, spreadsheet, word processing, and graphics software programs and functions for departmental and division reports. 
•    Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, fax machines, and telephones; may operate other department-specific equipment. 
•    May notarize and certify official documents. 
•    Performs other duties as assigned.