Administrative Support Coordinator

1 week ago

Beavercreek, United States Greene County, OH Full time
Salary: $18.52 Hourly

Location : Beavercreek, OH

Job Type: Full Time

Job Number: 24-00135

Department: Sanitary Engineering

Opening Date: 08/27/2024

Closing Date: Continuous

Description

The advanced level class works under general supervision & requires thorough knowledge of administrative policies & procedures, clerical & secretarial procedures in order to provide secretarial & non-routine administrative support (i.e., independently formulates decisions &/or judgments involving non-legal interpretation of policies & procedures as they would apply to given situation to resolve problems, to prepare correspondence &/or reports or to carry out other assignments) & if assigned, acts as lead worker over lower-level administrative &/or office support staff.

WORKING HOURS: 7:00 AM - 3:30 PM (Monday - Friday)
Duties/Responsibilities

(These duties are illustrative only. Incumbents may perform some or all of these duties or other job-related duties as assigned.)

Executes a variety of administrative support duties to relieve the Deputy Director O&M and subordinate managers/supervisors of routine and non-routine administrative tasks. Provides support to divisional managers under the supervision of the Deputy Director O&M; completes administrative tasks including but not limited to: payroll and maintaining employee leave balances; purchase order submission and expenditure tracking, travel/training forms and employee reimbursement; maintains general office and personnel records; compiles operational data and reports for management as needed; uses computer to store data for accurate record keeping and retrieval.
Gathers, compiles & tracks data in order to prepare a variety of regulatory reports and correspondence to the Ohio Environmental Protection Agency (OEPA) including but not limited to: permit required monthly operating reports; testing results for bacteria; nitrates/nitrites, Industrial Pretreatment Program quarterly and annually; priority pollutant reports; toxicity testing results and grease trap certifications. Utilizes regulatory provided software programs to submit required reports as outlined by OEPA.

Receives customer water samples & processes routine paperwork for laboratory testing; reviews documentation for accuracy and reports Nitrate and Nitrate concentrations referencing Drinking Water Standards; notifies customers via telephone of positive test results; sends customer written notification of negative results; completes routine forms regarding test results to the OEPA; creates and monitors billing system for customers who pay bills monthly.

Receives, sorts & distributes incoming correspondence; types correspondence, memos & forms; produces typed copy from hand-written copy, dictation or oral instruction, involving correspondence of technical or confidential nature; proofreads correspondence & submits for Deputy Director O&M and managers' signature; transcribes & distributes minutes from divisional meetings; coordinates manager's calendars; makes travel arrangements; coordinates schedules and training.
Creates & maintains filing system for work orders, correspondence & other confidential files; files correspondence, reports, records, cards, documents or other materials; retrieves files for requested information or materials; picks up and distributes materials; helps establish general office procedures for division; prepares various division reports.

Maintains stock inventory; orders, distributes & accounts for division office supplies; prepares purchase orders for equipment, materials & supplies purchased for the divisions; recommends fund disbursement for approved equipment, outside services, repairs, materials and supplies; tracks receipt of all monthly purchase orders; reviews billing and purchase orders for irregularities; maintains purchase order tracking system; maintains budget sheets to assist in budgetary control.

Acts as liaison between Deputy Director O&M and managers, general public & division employees by answering general inquiries regarding division procedures & work status; resolves routine problems related to services provided; screen calls and takes messages or refers the calls; greets visitors to division; lends secretarial support as needed within department due to clerical absences.

Performs others duties of a similar nature or level as assigned.
Minimum Qualifications

Completion of associate core coursework in secretarial science or business office applications from accredited career school or community college; 30 mos. experience in secretarial/administrative professional field; valid Ohio Driver's License.

-Or equivalent of Minimum Class Qualifications for Employment noted above may be substituted for the education and/or experience required. Education and Experience may not be substituted for mandated licensure/certification.
Supplemental Information

DRUG-FREE WORKPLACE
While Ohio has approved medical and recreational marijuana, the law does not require employers to permit or accommodate an employee's use, possession, or distribution of marijuana. Greene County is a drug-free workplace. Employees are required to comply with all applicable local, state, and federal laws regarding drug-free workplaces and while working for the County, will be required to follow the County's drug-free workplace policy. Employees cannot work under the influence of, purchase, transfer, sell, manufacture, deliver, dispense, use, or possess illegal drugs, alcohol, marijuana (medical or recreational), or misuse/abuse prescription drugs in any way.

There is a wide variety of benefits available to full-time permanent and some part-time permanent Greene County employees. These benefits include: health, dental, vision, life insurance, optional life insurance plans, wellness program, employee assistance program, and deferred compensation plans.

The County pays 80% of the health care premium and 39% of the dental premium. All full-time employees are eligible for $50,000 group life insurance paid 100% by the County.

NOTE: Employees who are non-permanent, seasonal, intermittent, part-time scheduled for less than 60 hours per pay period, and external interim, are not benefit eligible.

01

County Driver Eligibility Standard: Do you have 3 or more moving violations in the past 3 years?
  • Yes
  • No

02

County Driver Eligibility Standard: Do you have a suspended license?
  • Yes
  • No

03

How many years of experience do you have in the secretarial/administrative field? If no experience, please select N/A.
  • Less than 1 year
  • 1 year less than 2
  • 2 years less than 3
  • 3 years or more
  • N/A

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