Administrative Assistant – Controller’s Officer – Part-Time

Under supervision of the Assistant to the Controller/Broadband Coordinator, this position provides a variety of clerical support services including: typing correspondence, resolutions, reports, and other documents; prepares agendas for various meetings; takes and transcribes minutes of meetings; answers telephones; and maintains office filing systems. Monitors contracts, pays invoices relating to such contracts and prepares personnel action requests. Assists the Building Authority, Housing Trust Fund Board, Broadband Task Force, Environmental Affairs Commission and Budget Office with general secretarial and administrative support functions.

1. Provides secretarial and administrative support to Controller’s Office including, but not limited to, setting-up and typing correspondence, resolutions, reports, surveys and other documents. Proofreads and edits documents.
2. Upon direction of the Controller, prepares and organizes agendas for various meetings including, but not limited to, standing committees of the Board of Commissioners, Building Authority, Housing Trust Fund Board, Broadband Task Force, Environmental Affairs Commission, Opioid Litigation Task Force, and other groups as assigned. Assembles, copies and distributes meeting support documents and takes and writes minutes as assigned.
3. Compiles, reviews, formats, and processes Board of Commissioner Liaison Committee packets with the Assistant to the Controller/Broadband Coordinator.
4. Provides remote access equipment, meeting software and set up for various meetings that require a remote option for attendees.
5. Pays invoices for the Controller’s Office, Budget Office, and other projects, offices, agreements as assigned.
6. Monitors, executes, and logs contracts and prepares payments associated with contracts, includes viewing invoice amounts as they relate to scope of service, and ensuring that invoice charges do not exceed allotted amounts. Assists and works with the Assistant to the Controller/Broadband Coordinator to launch, advertise, conduct initial reviews, and other necessary and/or assigned duties relating to Controller’s Office grant award processes.
7. Responsible for general administrative and clerical support functions including but not limited to, scheduling of meetings, mailings, creating labels and files, proofreading documents, and assisting with special events.
8. Answers telephone and routes calls to appropriate individuals, receives and screens visitors. Assists in researching issues by calling other offices within the County and collecting and compiling information.
9. Maintains office filing systems and provides other general administrative/clerical support including data entry, filing projects and organization, and data tracking systems.
10. Supports the Assistant to the Controller/Broadband Coordinator as necessary.

Other Functions:

• Performs other duties as assigned.
• Must adhere to departmental standards in regard to HIPAA and other privacy issues.
• During a public health emergency, the employee may be required to perform duties similar to but not limited to those in his/her job description.

(An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.)

Education: A minimum of a high school diploma or equivalent with some college-level course work in Secretarial Skills, Business, Data Processing or a related field is required.

Experience: A minimum of two years of secretarial or related administrative experience is required.

Other Requirements:  None

Demonstrates effective communication skills by engaging, interacting and working with individuals from various cultural and socioeconomic backgrounds, disability status’, ages, LGBTQIA status’ and genders to ensure clarity and understanding in all interactions.

(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.)              

Physical Requirements: 

• Sitting, walking, standing, bending over and lifting/holding/carrying objects found in an office environment.
• Ability to communicate and respond to co-worker and customer inquiries both in person and over the phone.
• Ability to operate a PC/laptop and to enter & retrieve information from a computer.
• Ability to handle varying and often high levels of stress.

(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)

Working Conditions:

MCF 5

Jan 2025

Salary : $24