Administrative Assistant

JOB SUMMARY:

The Administrative Assistant is responsible for all front office work, meeting and greeting the public and all clerical duties. Performs administrative functions in support of the Administration for Archuleta County, specifically the County Administrator and the BoCC, including document preparation, meeting arrangements, reception and customer service, expense tracking, and related duties. Performs general clerical work including answering the telephone, filing, typing, data entry/retrieval, record keeping, copying, and faxing.

SUPERVISION EXERCISED:

None

SUPERVISION RECEIVED:

The Administrative Assistant is directly supervised by the County Manager.

ESSENTIAL FUNCTIONS:

The duties described herein are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Performs customer service and reception duties for Administration and the BoCC. Responds to and provides a variety of information regarding all County services and responds to customer inquiries requiring research of information requested. Directs calls to the appropriate Elected Office, department, division or staff for more in-depth answers or solutions.
• Provides professional customer service to the public, and must be able to communicate clearly and concisely, both verbally and in writing.
• Solves and addresses a variety of problems on behalf of the public and the county offices on a basic level. Only those matters that are more complex or involve policy issues are forwarded on to management of County staff members.
• Performs general clerical support for Administration to include preparing and typing a variety of forms, letters, and documents, proofreading, data entry and retrieval, and faxing, copying, and processing in/outgoing mail.
• Prepares and processes various documents, applications, reports, fees, and other materials in support of department operations. Verifies accuracy of data, routes documents to appropriate parties.
• Maintains Administration records and filing systems, both manual and automated. Creates, updates, and maintains files and records pursuant to department and County policies and procedures.
• Assists in the County communications including the preparation and distribution of flyers, newsletters, agenda, contact lists, and press releases. Acts as a website administrator or additions and changes to the County website.
• Coordinates and oversees administrative office activities and functions such as servicing and maintenance of the telephones, fax, copier, postage machines and equipment, scheduling meeting rooms, and maintaining and ordering office and other department supplies and forms.
• Tracks department purchases and expenditures, which may include grant or other funds.
• Creates and/or updates informational materials such as policies and manuals, calendars, brochures, flyers, and/or newsletters and distributes as needed. Maintains mailing lists.
• May provide lead or supervisory accountability for subordinate clerical employees, temporary staff, and/or volunteers within work unit, which may include scheduling, coordinating, assigning and reviewing work, instructing/training in work methods, and providing input into hiring and performance evaluation processes.
• Participates in various committees and boards related to program activities and responsibilities.
• Acts on behalf of County Administrator and BoCC by handling phone calls and inquiries directly, resolving customer or citizen complaints to the best of their ability.

OTHER DUTIES:

• Performs other related duties as assigned.
• Serves as primary contact for department staff.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

MINIMUM QUALIFICATIONS:

Any combination of experience and training that would likely provide the required knowledge and abilities may be qualifying.

Education, Experience and Licenses:

Education: This position requires a high school diploma, or equivalent, supplemented by additional secretarial, office administration, and accounting course work. A college degree is desirable, but not required.

Experience: A minimum of three years of experience in a directly related field or in the performance of similar duties and responsibilities.

Licenses and Certifications: Possession of, or ability to obtain, a valid Colorado Driver's License.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• Routine software and business applications, including but not limited to, word processing, spreadsheets, presentation software, and databases.
• Operation of standard office equipment including telephones, fax machines, copiers, and computers.
• Record keeping and reporting procedures.
• Modern office practices and procedures.
• Department and County rules, regulations, policies, procedures, and standard operation procedures.
• Principles, practices, and objectives as related to the functions and services provided by the assigned department or program.

Ability to:

• Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
• Provide professional customer service to clients and public.
• Communicate clearly and concisely, both verbally and in writing.
• Perform duties independently without close supervision.
• Accomplish the assigned workload in a timely manner and meet established performance standards and objectives.
• Perform data entry, typing, and computer work at sufficient level of skill to accurately complete a relatively heavy workload in a timely manner.

PHYSICAL DEMANDS:

• The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Requires frequent moderate lifting/carrying (up to 49 pounds) and occasional heavy lifting/carrying (50 pounds and over). Requires frequent standing, sitting, pushing/pulling, bending/stooping, twisting, kneeling, squatting.
• Ability to conduct activities requiring climbing, stooping, kneeling/bending, crawling, twisting and reaching on a moderate to substantial basis.
• Specific vision abilities required by this job include close vision, distance vision, color vision, depth deception and the ability to adjust focus. Have the ability to see small objects at a distance, to identify objects in low light or bright light, to see movement in a wide field of vision and to see and distinguish close objects, such as in reading detailed documents. Requires full range of peripheral vision to monitor multiple computer systems.
• Requires full range of hearing to monitor multiple radio and telephone systems. Ability to hear and conduct routine conversation and to distinguish various signals, radio transmissions. Have the ability to hear a wide range of sounds, to distinguish type of sound and where it originates.
• Ability to work with hands above shoulder height or arms extended at shoulder height. The employee is required to use hand to finger, handle, grasp or feel objects, tools, or controls, and reach with hands and arms, talking in person and via telephone or radio. This position is occasionally required to stoop, kneel, run or crouch.
• Requires repetitive movement's standard in office-related activities such as typing, and sitting and standing