Administrative Assistant- Work Force Development

POSITION SUMMARY

POSITION SUMMARY:

An employee in this position provides administrative support for various Department functions in the assigned department within Harnett County. This includes work that is performed on a routine basis such as maintaining financial records and general office operations.

Hiring Range: $43,305.00 to 50,343.00

DUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS OF THE POSITION:

• Maintains Department financial records as related to invoices, purchase orders, charge cards, budget amendments, grant receipts, and prepares journal entries as needed.
• Monitors compliance with Department budget.
• Responsible for completion of monthly grant reports. Works closely with Finance to ensure accuracy prior to submission to Grantor
• Assists Director with annual budget process to include expenditure and revenue projections.
• Greets all incoming visitors and routes all incoming phone calls to appropriate staff; assists in answering basic inquiries.
• Provides information to the public; explains Department policies and procedures to the public.
• Distributes Department mail.
• Makes appointments; coordinates arrangements for meetings and conferences; books rooms; and prepares travel requests.
• Screens and routes information within the Department.
• Maintains electronic and hard copy files/records.
• Receives records and compiles data to develop activity and financial reports for various programs.
• Composes correspondence as needed
• Creates and maintains Department information and manuals/guides.
• Prepares monthly payroll invoices.
• Manages office supply inventory and places orders to restock supplies as needed.
• Assists other Department staff with various programs and office support needs.
• Participates in Department sponsored events.
• Maintains confidentiality of records.
• Handles and scans new hire and termination paperwork for the Department.

• Performs other related duties as assigned.

• Knowledge of customer service principles.
• Knowledge of basic Department functions and related projects.
• Knowledge of general office procedures.
• Knowledge of proper usage of correct grammar, spelling, and vocabulary.
• Knowledge of the operation of office equipment such as a computer, copiers/FAX, multi-line phone systems, calculators, scanner, etc.
• Skill in communicating effectively, both orally and in written form.
• Skill in listening.
• Skill in using MS Office and familiarity with Department software.
• Skill in organizing.
• Ability to provide assistance to visitors, management, and colleagues.
• Ability to be tactful and courteous to all.
• Ability to be dependable.
• Ability to exercise independent judgment, discretion, and initiative in completing assignments.
• Ability to meet deadlines.
• Ability to maintain a high level of confidentiality relative to all Department information.
• Ability to pay attention to details.
• Ability to correct any quality deficiencies that may occur in areas of job responsibilities.
• Ability to learn and share basic Department information and instructions.
• Ability to compile materials and record information.
• Ability to balance figures.
• Ability to speak and write both English and Spanish is preferred depending on department.

MINIMUM QUALIFICATIONS

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or equivalent;

• Five (5) years of experience performing administrative support functions; background in accounting or experience in a local government environment is a plus;

• Or equivalent education and/or experience;

• Possession of a valid North Carolina driver's license

SUPPLEMENTAL INFORMATION

PHYSICAL DEMANDS:

Must be able to perform light work frequently exerting up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects; and occasionally requiring to exert up to 20 pounds of force to move objects. This work also involves the physical abilities of perceiving sounds at normal speaking levels, kneeling, lifting, having manual dexterity, using mental acuity, pulling, pushing, reaching, performing repetitive motion, speaking, standing, and stooping. An incumbent must also possess the visual acuity to analyze data, work with figures, read extensively and to operate various office equipment.
WORK ENVIRONMENT:

The employee works in a relatively safe office environment and has contact with visitors and staff. Depending on assignment, may need to work evenings and occasional weekends.

Harnett County takes pride in offering an excellent benefit package including health, dental, vision and life insurance, membership in the North Carolina Local Government retirement, free health clinic for employees and anyone in their household and other benefits. To see more information about the benefits offered by Harnett County,