Administrative Assistant

Under the general direction of the County Manager, the Administrative Assistant is responsible for providing office support to the Board of County Commissioners and County Manager's Office, including managing daily administrative tasks of answering telephones, serving as the primary point of contact for the public, scheduling meetings, handling correspondence, maintaining files, coordinating events, and ensuring smooth office operations, while prioritizing excellent customer service and timely completion of tasks.

ESSENTIAL FUNCTIONS:

The duties described herein are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Performs customer service and reception duties for the Administration Office and the Board of County Commissioners.

Provides professional customer service to the public, and must be able to communicate clearly and concisely, both verbally and in writing.

Respond to the public, stakeholders, and other county employees in person, over the phone or on the computer; provides a variety of information regarding County programs and/or services; takes and transmits messages. Directs calls to the appropriate Elected Office, department, division or staff for more in-depth answers or solution.

Acts on behalf of the County Manager and BoCC by handling phone calls and inquiries directly, addressing and resolving citizen complaints to the best of their ability on a basic level. Only those matters that are more complex or involve policy issues are forwarded on to management of County staff members.

Performs general clerical support to include preparing and typing a variety of forms, letters, and documents, proofreading, data entry and retrieval, faxing, copying, and scanning.

Prepares and processes various documents, applications, reports, fees, and other materials in support of department operations. Verifies accuracy of data, routes documents to appropriate parties.

Maintains Administration records and filing systems, both manual and automated. Creates, updates, and maintains files and records pursuant to department and County policies and procedures.

Assist in preparing meeting agendas and information packets; attends meetings, host and runs virtual meeting, and follow up on action items for the County Commissioner meetings.

Retrieves, opens, and date-stamps mail and delivers to appropriate location; conducts research on returned or undeliverable mail to identify updated address information; process outgoing mail using inter-office or United States mail system.

Coordinates and oversees administrative office activities and functions such as servicing and maintenance of the telephones, fax, copier, postage machines and equipment, and maintain inventory and ordering office and other department supplies and forms.

Maintains inventory of office forms and/or supplies; maintains records of supplies requested, received, and issued.

Assist with making travel arrangements for the BoCC and County Manager, including transportation, lodging, and meals, in accordance with county policy; researches and identifies preferable yet cost-effective options; prepares travel schedules and itineraries; processes expenditure claims.

Participates in various committees and boards related to program activities and responsibilities.

OTHER DUTIES

Performs other duties as assigned and required.

MINIMUM QUALIFICATIONS

Any combination of experience and training that would likely provide the required knowledge and abilities may be qualifying.

Education - Equivalent to the completion of the twelfth grade supplemented by additional secretarial or office administration coursework.

Experience: - A minimum of three years of experience in a directly related field or in the performance of similar duties and responsibilities.

Licenses and Certifications - Possession of, or ability to obtain, a valid Colorado Driver's License

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge Of:

Operation of standard office equipment including telephones, fax machines, copiers, and computers.

Administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.

Experience using MicroSoft Office 365.

Hosting and running Zoom and/or other virtual meeting platforms.

Ability to:

Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.

Provide professional customer service to the public, stakeholders and other county offices.

Maintains proficient skill levels in most current Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, One Drive, as well as Zoom and/or other virtual meeting platforms, Windows Operation System, and Adobe Acrobat Professional.

Exhibit professionalism, discretion and confidentiality.

Communicate both verbally and in writing effectively with strong interpersonal skills, including the ability to write professionally, possess pleasant phone manners and the ability to deal with the public effectively.

Must be able to effectively multi-task and handle high pressure, fast pace and stressful situations simultaneously.

Ability to work cooperatively in a team environment; provide a high level of customer service; exhibit patience and composure in difficult situations; display self-motivation and initiative; desire to learn; demonstrate knowledge of and utilization of appropriate resources.

Accomplish the assigned workload in a timely manner and meet established performance standards and objectives.

Salary : $19 - $26