Administrative Assistant

Compensation: $23.00/hour

FLSA Status: Part-Time, Non-Exempt

Position Summary

The Part-Time Administrative Assistant will provide essential administrative support to the Public Works Department, focusing on processing invoices, managing purchase orders, coding financial transactions, and assisting with various reporting tasks. This role requires a highly organized and detail-oriented individual to help ensure the smooth functioning of day-to-day operations.

General Duties And Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Functions

• Invoice Management: Process and verify invoices for payment, ensuring that all supporting documentation (purchase orders, receipts, etc.) is accurate and complete
• Purchase Order Processing: Assist with the creation, tracking, and filing of purchase orders in compliance with departmental policies and procedures
• Coding Transactions: Accurately code financial transactions for budgeting and accounting purposes, ensuring proper allocation of costs
• Reporting: Assist in preparing regular reports related to departmental spending, budget tracking, and procurement activities
• Data Entry: Enter financial and procurement data into the department’s database or financial management system, maintaining accurate records
• File and Record Maintenance: Organize and maintain both electronic and paper files related to financial and procurement activities
• Communication: Serve as a point of contact for vendors, staff, and other departments regarding invoice and purchase order inquiries
• General Administrative Support: Provide general office support, including scheduling meetings, preparing documents, and responding to inquiries as needed
  
  

Supervisory Responsibilities

Not applicable

Notice of Emergency/Disaster Responsibilities

All Lake County Employees may be required to work as a Disaster Service Worker when a local declaration of emergency or disaster is declared by the Board of County Commissioners. To be prepared for this role, all employees and emergency service function (ESF) leads will attend emergency management trainings and exercises as requested by the Director of Emergency Management. With advanced notification from OEM, employees will make reasonable efforts to attend training events in coordination with other employees and supervisors.

Other Duties

Please note that this job description does not intend to cover or contain a full comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Requirements

• Education: High school diploma or equivalent required. Associate’s degree in business administration, accounting, or a related field preferred
• Experience: Previous experience in administrative support, particularly in a financial or public sector environment, is a plus
• Strong attention to detail and accuracy
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) or similar software
• Basic knowledge of accounting principles and financial transactions
• Ability to handle sensitive information with confidentiality
• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Working Hours: Flexible part-time hours, approximately 20 per week
  
  

Hazard Notice

N/A

Physical Activity & Work Environment

• Ability to work indoors in an office environment with prolonged periods of sitting at a desk and working at a computer
• Ability to lift up to 25 pounds
• Ability to see close up and far away, with or without glasses or contacts
• Ability to work outdoors in inclement, hot, or cold weather as required by attendance of County events or local emergencies
  
  

EOE Statement

Lake County is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, creed, religion, sex, national origin, sexual orientation, disability, or veteran status. Assistance or accommodation during the application process due to a disability is available upon request.

Lake County Benefits - Full-Time Employees

As a reflection of the value we place on the contributions of our employees, the County offers a competitive benefits package for full-time employees. Please review the 2024 Benefits Guide for full details. The Guide provides information on Lake County Government's benefit offerings, including:

• Employer-Sponsored Medical and Dental Insurance Plans
• 100% Employer Paid Vision Plan
• Flexible Spending Account
• Health Reimbursement Account
• Employer-Sponsored Short-Term Disability Insurance
• 100% Employer Paid Long-Term Disability Insurance
• 100% Employer Paid Term Life Insurance
• Supplemental Life Insurance Plans
• 401(a) and 457(b) Employer Matched Retirement Plans
• Paid Vacation, Sick Leave, Personal Days and Holidays
• Employee Assistance Program
• Public Health Emergency Leave
• Discounts on concerts, major sporting events, electronics, travel, cars and more!
  
  

Lake County Benefits - Part-Time Employees

Lake County is also proud to offer paid sick time off and flexible work schedules for our part-time employees.

EOE Statement

Lake County is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, creed, religion, sex, national origin, sexual orientation, disability, or veteran status. Assistance or accommodation during the application process due to a disability is available upon request.

Notice of Work Authorization Requirement

Applicants must be authorized to lawfully work for any employer in the United States. Lake County is unable to sponsor or take over sponsorship of an employment Visa.

Notice Of Emergency/Disaster Responsibilities

All Lake County Employees may be required to work as a Disaster Service Worker when a local declaration of emergency or disaster is declared by the Board of County Commissioners. To be prepared for this role, all employees and emergency service function (ESF) leads will attend emergency management trainings and exercises as requested by the Director of Emergency Management. With advanced notification from OEM, employees will make reasonable efforts to attend training events in coordination with other employees and supervisors.

Other Duties

Please note that this job description does not intend to cover or contain a full comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Expected Duration of the Application Process

Due to the nature of the application and selection process for Lake County full-time positions, applicants can reasonably expect the application process to take a significant amount of time to complete before a decision is made to hire or not to hire. Typically, it takes approximately four (4) to six (6) weeks from the date of application to complete the entire selection process. The length of time it takes to complete the process can vary depending on a variety of factors. Please note that this is an estimated duration of the selection process.

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