What are the responsibilities and job description for the Administrative Assistant - Public Works position at Butler County?
Position Summary: Serving as Administrative Assistant at the direction of the Office Administrator and Director of Public Works, this position requires the performance of mid-level management duties, and the supervision of office operations. The main duties of the position are to assist in the preparation of monthly statistical reports, financial reports, voucher preparation, correspondence, and ordering of supplies. The employee must be able to perform using initiative and independent judgment. Information handled through this position may be of a confidential nature.
Examples of Work (Essential Functions):
- Coordinates activities with director or department head;
- Answer and direct calls to appropriate department or employee;
- Prepare payment vouchers for all billings and statements received by the department;
- Maintain and submit monthly statistical reports to various agencies as appropriate and necessary;
- Order supplies and commodities as necessary for departmental functions;
- Gathers and prepares all mailing;
- Directs public and clients as needed in preparation for meetings;
- Works with other agencies in gathering and submitting required paperwork;
- Performs those duties specifically related to the function of the department as deemed necessary or as required.
Position Requirements:
Experience: Three to five years of secretarial, clerical and computer experience is required. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well after six months in the position.
Education: High school diploma or GED is required. .
Skills: Knowledge in general office and administrative operations and procedures. Thorough knowledge in accounting procedures, office management, computer applications, report preparation and spreadsheets. The ability to receive, interpret and follow oral and/or written instructions. The ability to analyze information and prepare reports, letters, and other correspondence. The ability to operate a computer, typewriter, calculator, and other related office equipment. Requires a good mathematical background and a good command of the English language with spelling ability.
Problem Solving: Problem solving exists in this position. Maintaining fiscal and statistical reports, inputting information into computer programs, understanding annual budgets, and grant writing assistance.
Decision Making: Decision making exists in this position. Handling of confidential information. Decisions include setting priorities for work assignments, handling public and client inquiries, and providing information to the public via the web site.
Accountability: Employee does not have budgetary control of the department, but does participate in determining annual department budget needs and the grant process.
Supervising: Supervision is provided and job related decisions are occasionally reviewed by the Office Administrator. Employee has no supervisory responsibility over subordinate personnel.
Personal Relations: Continual contact with other county departments, cities, state and general public.
Working Conditions: No adverse working conditions exist in this position.
Physical Requirements: The ability to express or exchange ideas by means of communication. Work is sedentary in nature and involves working at a desk the majority of the time. Heavy computer data entry. Conveying and receiving detailed or important instructions and information to and from other departments, cities, state, and general public.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all essential functions, marginal functions, responsibilities, duties, and skills required of personnel so classified in this position.
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