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Administrative Aide

2 months ago

Howell, United States Livingston County Full time $19
Job DescriptionJob Description

Livingston County was named a 2023 Top Workplace by the Detroit Free Press Based solely on employee feedback, the Top Workplace title is a badge of honor for the County. With over 700 employees serving within 18 departments, 5 elected offices, and 5 Courts, Livingston County's top priority is providing effective and efficient services that improve the quality of life for all of our residents.

Position Summary:
Under the supervision of the Director of Transportation or department manager, performs clerical, administrative and records management functions with extensive public and customer service interaction. Required duties include skill in records management, general bookkeeping, data entry and database upkeep, customer service and similar activities. Particular duties will be defined by the scope of assigned department activities and related clerical responsibilities. In particular cases the assigned work requires a high degree of confidentiality or the employee may serve as a lead worker.

Benefits:

  • Retirement plan includes a 401a with up to 8% employer contribution
  • Comprehensive Medical, Pharmacy, Dental & Vision
  • Optional HSA with an employer match
  • Optional Voluntary 457 Deferred Compensation plan
  • Short-term & Long-term disability & Basic Life & AD&D insurance
  • Health & Dependent Flexible Spending Accounts
  • Paid vacation, sick days & 13 Holidays. Unused vacation and sick time rolls over
  • Tuition Reimbursement
  • Up to $500 annual Wellness reimbursement* & $100 incentive for completing your annual physical & Health Assessment.
  • Voluntary benefits such as Pet Insurance, Accident, Critical Illness, Hospital & Whole Life policies
  • Employee assistance program

*Pro-rated based on DOH

Pay Rate Information:

The Administrative Aide position is a non-union position and starting pay is $19.95/hr. This position is eligible for step pay increases within our Non-Union Grade 3 Wage Scale. Top end of the current wage scale for this position is $25.27/hr.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

  1. Responds to complaints, requests for service or informational requests in person and over the phone. Processes requests following prescribed procedures, or refers inquiry to appropriate party.
  2. Prepares forms, correspondence, reports, memos, receipts, vouchers, permits and other similar documents and/or materials.
  3. Types, enters data, copies, files, and performs other clerical tasks as assigned.
  4. Prepares and maintains employee records, files, and similar information.
  5. Schedules workload through defined systems, communicates with field or other personnel and maintains related scheduling, work order and customer services information and databases.
  6. Reviews and ensures the accuracy and completeness of records, forms, documents, attachments, data, and other such materials. Creates new forms and other templates to support particular processes.
  7. Engages in bookkeeping activities such as posting, reconciling statements, tracking and assembling payroll information, or other similar activities.
  8. May maintain cash drawers, receipt payments, account for monies received, reconcile accounts and prepare deposits. May disburse funds through defined processes and procedures.
  9. Prepares billings, maintains customer accounts, interacts with customers, resolves issues, maintains related databases and follows related procedural directives.
  10. Assists in issuing and processing various permits, licenses and applications and service requests, maintaining related records, processing any related notifications or records and scheduling any related activities.
  11. Requisitions, processes and maintains supplies and office equipment.
  12. Interacts with other departments, governmental agencies, service providers, professionals and others to exchange and record information, process required forms and reports and submit or receive correspondence.
  13. Required to learn specialized data base software to perform the specific duties of the assigned department. Must also be proficient in all applicable Microsoft Suite applications.
  14. Will be trained in back-up duty for other Administrative Specialist or clerical positions, possibly in multiple work areas.
  15. May function as a lead worker with responsibility for coordinating the work of others and providing instruction and guidance.
  16. Performs other assigned work as required.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

  • High school diploma or GED and three years of experience in providing clerical and administrative support.
  • The County, at its discretion, may consider an alternative combination of formal education and work experience.
  • Strong working knowledge of office procedures, file setup and maintenance, math and bookkeeping principles and application and administrative support techniques.
  • Skill in effectively communicating assigned areas of responsibility orally and in writing.
  • Strong skills in proofreading, performing arithmetic calculations, maintaining accounts and records and following and suggesting refinements to procedural systems.
  • Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials and the public.
  • Ability to assess situations, solve problems, work effectively under stress, within deadlines, and in emergency situations.
  • Demonstrated skill and experience in the use of office equipment and technology, including Microsoft Suite applications and the ability to master particular software programs utilized by the assigned department and new technologies.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the 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 communicate in person and by telephone, read regular and small print, view and produce written and electronic documents and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for employees required to lift or move objects that exceed this weight.

The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.