Job Summary

This position is responsible for a wide variety of complex administrative duties such as overseeing administrative activities of a specialized nature; conducting research and proposing solutions to problems; relieving a superior of office management functions; maintaining manual and computer files; preparing and/or typing reports, records, and correspondence; and other projects and duties as assigned. Work is distinguished from that of the Administrative Assistant classification based on one or more of the following factors: greater participation in the management of an office, the variety and complexity of work, responsibility for coordination of work, the level of independent judgment and discretion exercised, and the broader knowledge of department/office/county operations required for successful performance.

Essential Functions

Essential Functions: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

Composes, types, assembles, and distributes written materials such as forms, correspondence, invoices, reports, and schedules in accordance with established procedures.

Serves as department/office liaison to other county departments/offices and outside agencies and organizations regarding a variety of administrative and operational issues.

Recommends and/or develops administrative procedures for the efficient operation of the department.

Greets visitors and receives and responds to inquiries in person and on the telephone; directs visitors/callers to the appropriate person or department.

Assists in scheduling requirements by processing/prioritizing and handling or responding appropriately to County departments, State, Federal, and County agencies, elected officials, and the general public.

Maintains files and information needed to prepare correspondence/reports that require research of records to compose letters without direction; proofreads and edits documents.

Maintains general information files, which may pertain to property, zoning and hearing files, referral directories and booklets, and direction and map files to be accessible to other departments.

Essential Functions (Continued}

Receives resident complaints and requests for service; forwards information to appropriate staff for action; logs calls for service, court cases, reclamations, etc. and retrieves information as needed.

Assists with reconciliation of purchase card and bank statements; pays vouchers, and assists in budget preparation.

Assists with payroll processing; maintains department personnel files.

Handles purchasing and payment processes for the department; orders and maintains an inventory of general office supplies.

May serve as recording secretary to various boards.

May supervise, recruit, train, and evaluate designated support staff; prioritizes, schedules, and assigns work appropriately; schedules mandatory classes and certification exams for staff.

May maintain contact with external agencies to exchange information; determine need and request forms and other materials from public and/or private entities for documentation purposes.

Knowledge, Skills, and Abilities

Knowledge of funding process in a local government environment as related to budgeting, cost accounting, financial planning, and management.

Knowledge of the policies, procedures, organization, and workflow of assigned departments/offices. Knowledge of the English language, spelling and mathematics.

Some knowledge of budgetary and accounting principles. Some knowledge of non-county agencies and their services. Skill in operating current, standard office equipment.

Skill in organizing and maintaining filing systems. Skill in oral and written communications.

Ability to handle multiple interruptions and adjustments to priorities throughout the day.

Knowledge, Skills, and Abilities (Continued)

Ability to use tact and diplomacy in dealing with the general public in person or by phone, as well as employees of the various county offices in all types of contacts arising during daily work activities.

Ability to write reports and business correspondence utilizing proper grammar and punctuation.

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Ability to handle confidential matters appropriately.

Ability to establish and maintain effective working relationships with co-workers, elected officials and the general public.

Working Conditions

Work is typically performed in an office.

                                                                 Minimum Qualifications

Preferences