What are the responsibilities and job description for the Administrative Assistant position at The Personnel Board of Jefferson County?
TARGET CLOSE DATE:
02/24/2025
PAY GRADE:
Grade 16
TYPE:
Full time
JOB SUMMARY:
Administrative Assistants in the Merit System are responsible for performing a broad range of specialized clerical and support services that require independent judgment and a comprehensive understanding of departmental operations. These professionals provide advanced administrative support, including complex tasks beyond the scope of Administrative Clerks, such as managing accounts receivable and payable, and processing payroll. Administrative Assistants are also expected to demonstrate proficiency in computer systems, utilizing software to create and manage correspondence, maintain databases, generate reports and graphs, and oversee spreadsheets. In addition to administrative duties, Administrative Assistants may take on leadership roles as lead workers, providing guidance and training to colleagues. While they may mentor and support team members, they do not hold formal supervisory responsibilities. This role requires a high level of expertise and attention to detail to ensure the smooth operation of departmental processes.
COMPENSATION & BENEFITS:
Agencies provide competitive pay and comprehensive benefits packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more.Applications for this position will be considered for the following Merit System employing agencies. The pay range for this job varies depending upon the Merit System employing agency.
Jefferson County $19.25 - $29.87
Birmingham $17.67 - $27.41
Bessemer $17.13 - $26.58
Health Department $19.63 - $30.45
Vestavia Hills $20.33 - $31.54
Gardendale $20.22 - $31.37
Homewood $19.74 - $30.62
Irondale $20.62 - $31.98
Mountain Brook $21.86 - $33.91
Fairfield $15.79 - $24.49
Pleasant Grove $17.81 - $27.64
Center Point $16.85 - $26.13
Fultondale $18.59 - $28.83
Hueytown $18.37 - $28.49
Emergency Management Agency $19.52 - $30.28
MINIMUM QUALIFICATIONS:
The following are job-related qualifications that are required for employment consideration for this position:
Option A:
- Currently employed in one of the following classes: Administrative Clerk, Medical Clerk, Court Clerk, Stores Clerk, Law Library Assistant, Legal Secretary, Medical Billing Clerk, or Auto Parts Clerk.
Option B:
- Experience providing customer service to internal and external customers including responding to inquiries, explaining policies and procedures, and resolving issues or complaints.
- Experience performing administrative functions including coordinating schedules, drafting correspondence, producing reports, and maintaining and updating files and records to support professional staff.
- Experience using computer software (e.g., Microsoft Word, excel, outlook, Google Docs) to develop and update written correspondence, reports, memos, and spreadsheets.
- This job is being posted as "open-promotional" as defined under Rule 9.6 of the Personnel Board Rules & Regulations. Candidates who are regular employees within a job class in option A will be certified as promotional candidates in accordance with this rule.
TYPICAL JOB DUTIES:
- Provides service to internal and/or external customers.
- Performs various administrative activities by creating and updating files, maintaining documents, and tracking information using various forms and computer systems to maintain records and document organization/department activities.
- Communicates and collaborates with various parties and organizations (e.g., department heads, employees, citizens, board and council members, vendors, etc.) by responding to inquiries, tracking internal and external communications, and drafting correspondence to disseminate and receive information related to department/organization activity.
- Procures and/or manages inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department.
- Prepares and processes invoices by creating and sending billing statements and collecting payments to ensure customers’ balances are paid for services rendered.
- Manages departmental accounts receivable and payable by monitoring expenditures and producing financial reports using financial software to ensure compliance with set financial guidelines and budgets.
- Directs the activities of payroll operations within the department by reviewing, processing, and maintaining payroll record and communicating information related to payroll processes and procedures to ensure that payroll is accurate and properly distributed.
- Acts as a lead worker of peer or support staff by assigning and reviewing work tasks, facilitating training, and providing feedback using policies, procedures, tools, and directives from management in order to ensure tasks are completed in accordance with established requirements.
- Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data, and ensuring expenditures are within annual budgetary limits.
- Manages various projects by establishing project plans, timelines and objectives, coordinating resources and stakeholders, communicating project activities, and overseeing project implementation using standard project management methodologies in order to ensure project completion in accordance with established objectives and goals.
- Engages in activities designed to ensure professional development, awareness of developments in the field, and knowledge of relevant practices, rules, laws, policies, and/or guidelines.
PHYSICAL DEMANDS:
Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. Job may involve occasional light lifting of items or objects weighing up to 25 lbs.
WORK ENVIRONMENT:
Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment (e.g., computer, phone, copier). Job may require working on a computer, exposed to glare and/or PC light. Job may require working with angry/irate customers or citizens.
EEO STATEMENT:
The Personnel Board of Jefferson County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment with the Personnel Board of Jefferson County, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Each Merit System member city/agency operate its own equal employment opportunity policies available on the individual city/agency website.
ACCOMMODATION:
To request an accommodation in the application or hiring process due to your own ongoing medical condition or disability, please contact our Accommodations Coordinator at accommodationrequest@pbjcal.org or phone at 205-279-3500 (select option 1) Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time. The accommodation process is reserved solely for job seekers with disabilities requesting accessibility assistance or accommodation in the job application process.
NOTE:
This job posting may close before, or be extended beyond, the listed Target Close Date based on the employment needs of the Merit System. More detail regarding this job is available by clicking Apply.
DISCLAIMER:
This job posting is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.
Salary : $16 - $24
