What are the responsibilities and job description for the Administrative Assistant - Commissioners' Office position at Montgomery County Pennsylvania?

SUMMARY

This position supports the function and operation of the County Commissioners' Office. Using independent judgment in a wide variety of day-to day assignments, this individual will serve as primary receptionist, ensuring a professional interaction for persons engaging with the office. In addition, the administrative assistant will work with the various executive staff and other office support personnel to facilitate the work of the office. This role will also be primary administrative support for the Chief Financial Officer.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manages all reception duties for the Commissioners' office including greeting visitors, directing visitors to the appropriate meeting rooms, contacting staff to inform them

visitors are in the office.

With a customer service approach, the AA will assist callers to the general Commissioners' office in resolving issues as appropriate and forwarding to others those that require additional assistance.

Serve as overflow call taker for main county phone line and Commissioners' individual offices.

Provide primary phone support for Finance Office.

Schedule work meetings for Chief Financial Officer.

Schedule annual budget meetings for all County departments and row offices.

Advertise and invoices for all Commissioners' meetings and Budget meetings and other meetings as required by statute.

Provide general office support for Chief Financial Officer including maintenance of physical filing system.

Process payments for all Commissioners' Office invoices.

Process all purchase requisitions for Commissioners' Office.

Order supplies for Commissioners' Office; provide copier reports to Purchasing.

Assist Information Technology Services with various administrative duties such as conference room reservation, phone call management, parcel delivery.

Processes incoming / outgoing mail and packages; reviewing and distributing appropriately.

Assists county staff as needed in preparation of and during Commissioners' meetings.

Responsible for special projects as assigned by the DCOO and COO.

Typing and / or review of a variety of correspondence, contracts, and reports.

Other duties as delegated.

QUALIFICATION REQUIREMENTS

High School Diploma or equivalent education.

Previous office experience preferred.

Strong computer skills including Word and Excel efficiency.

Strong customer service skills.

Must project a professional demeanor at all times and maintain strict confidentiality

Ability to carry out assignments independently.

Effective speaking and writing skills.

Ability to prioritize tasks, multi-task, and meet deadlines.

Ability to work in a fast-paced, executive environment.

Ability to work effectively with administrative officials, the general public and other employees.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perfonn the essential function.

The noise level in the work environment is usually moderate

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Administrative Assistant - Commissioners' Office

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