What are the responsibilities and job description for the Administrative Assistant position at FINNEY COUNTY?
Summary
This position provides administrative support for the efficient operation of the County Clerk/Election Office. In addition to typing, filing, and scheduling, performs duties such as financial record keeping and reconciliation, administering community services, ordering supplies, coordinating mailings, and working on special projects. Provides exceptional customer service to a diverse group of external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, and to recommend changes in office practices or procedures. This position has no direct reports and is under the supervision of the County Clerk and Deputy County Clerk and/or his/her designee.
Definition and Examples of Work
100%
Performs clerical and support duties
- Answers phones for County Clerk and Election Office; responds to routine inquiries from telephone callers
- Communicates directly with customers, employees, vendors, and other individuals to answer questions, disseminate, or explain information, and address requests.
- Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
- Administers all public services, licensing, and permits; reconciles related financial transactions.
- Establishes, develops, maintains and updates filing system for the Clerk and Election Office to include contracts, accounts payable, and election-related documents.
- Sorts and distributes mail. Drafts written responses or replies by phone or e-mail as necessary. Responds to regularly occurring requests for information from other departments, the public, and vendors.
- Supports County Clerk and staff with a variety of clerical tasks.
- Works independently and within a team; assists with regularly occurring and special projects.
- Creates and schedules legal publications with the official county newspaper.
- Assist with the entry and maintenance of data into financial, tax, and election systems.
- Handles confidential and non-routine information when necessary.
- Provides backup for time-sensitive accounts payable and election-related tasks.
- Assists with the voting and related processes.
- Opportunity to assist with website, social media, and physical dissemination of information.
- Complete paperwork and maintain/update records, filing systems, and databases on behalf of the department and clients; process, complete, and record changes, billings, orders, and other documentation as needed.
- Access, input and retrieve accurate information on a computer.
- Conduct research as needed for department.
- Complete reports and records as needed (e.g., partial payment records, billing records, tax roll records, accounts receivable, past due accounts, offender lists, financial transaction records)
Additional duties may be assigned as business needs require.
