An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
This position involves the responsibility for performing confidential, complex administrative assistant functions for the County Administrator on a daily basis. The incumbent performs a variety of tasks in support of the County Administrator's executive function including preparing materials for legislative and management matters. The work is carried out in accordance with procedures set forth by the County and as directed by the County Administrator. Responsibilities involve acting as a liaison between the County Administrator, the Legislature, Department Heads and the general public. Incumbent works closely with appropriate staff to coordinate the necessary reports requested of and needed by the County Administrator.
ESSENTIAL FUNCTIONS
This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills. Provides support to the County Administrator as
Administrative Assistant:
answers phone calls; determines nature of calls; directs accordingly or provides assistance where appropriate. Provides factual information to callers regarding the functions, activities, policies and procedures of the County, or refers the call to the appropriate department. Performs a variety of various office support duties such as filing, preparing materials for mail, completing forms, proofreading typed or printed materials, and composing reports and other correspondence. Effectively manages the County Administrator's calendar, schedules appointments, coordinates meetings, and assists with meeting preparation. Records, prepares, and distributes meeting minutes when assigned. Receives, sorts, processes, and distributes incoming and outgoing mail and electronic correspondence. Establishes and maintains departmental files, records, databases, and document retention systems in accordance with applicable policies and legal requirements. Collects, enters, reviews, and updates information in departmental databases, spreadsheets, and other recordkeeping systems. Assists with the preparation and processing of purchase orders, invoices, expense reports, travel documentation, and other financial or administrative records. Tracks departmental deadlines, assignments, contracts, permits, applications, or other documents, as applicable. Coordinates office supply purchases and maintains an appropriate inventory of supplies and materials. Assists with public records requests and the collection and organization of responsive documents, as directed. Handles confidential and sensitive information with discretion and in accordance with applicable laws and policies. Communicates and coordinates with County departments, elected officials, boards and commissions, outside agencies, vendors, and members of the public. Provides administrative support for special projects, events, presentations, and departmental initiatives. Identifies administrative needs and recommends improvements to office procedures and workflow. Performs other related duties as assigned.
QUALIFICATIONS
: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
Bachelor's Degree from an accredited college or University in Business, Public Administration, Marketing, Communications, or related field preferred. Education must be supplemented by a minimum of three to five (3-5) years of progressively responsible work experience, preferably in local government operations. Other equivalent education and work experience may be considered in meeting the minimum education and experience requirements.
REQUIRED KNOWLEDGE AND SKILLS
Knowledge of the principles and practices of local government management; knowledge of local government operations: ability to understand and articulate comprehensive operational policies and procedures; understanding of the Freedom of Information Act, privacy restrictions, and constitutional limitations: ability to communicate effectively both orally and in writing; ability to establish and maintain effective working relationships with colleagues, elected officials, businesses, and the public; ability to exercise independent decision making on issues related to assigned duties. Full comprehension of office management systems and procedures Excellent knowledge of Microsoft Office Proficiency in English Exemplary planning and time management skills Up to date with advancements in office technology and applications Ability to multitask and prioritize daily workload High level verbal and written communications skills Discretion and confidentiality Ability to work successfully with a variety of individuals from various socioeconomic, ethnic and cultural backgrounds Confident in managing stressful situations and finding solutions Capable of contributing effectively to the accomplishment of team or work unit goals
PHYSICAL DEMANDS & WORKING ENVIRONMENT
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Strength and mobility to work in a typical office setting; stamina to perform sustained physical labor, including standing, sitting or walking; strength to lift a minimum of ten pounds unassisted; vision to read printed materials; and hearing and speech to communicate in person or over a radio or telephone. Work environment may be stressful or time-sensitive at times.
