Administrative Assistant

4 weeks ago

Lockhart, United States Caldwell County Government Full time

CALDWELL COUNTY

Job Title: Administrative Assistant

**Salary**: $40,000-$45,000 DOQ

Department: Grants Administration Department

FLSA Status: Non-Exempt

Location: Lockhart, Texas

*Applications will be accepted until the position is filled.

SUMMARY

Under the direct supervision of the Caldwell County Grants Administrator, this position performs highly responsible, confidential, and advanced administrative tasks related to the functions of the Caldwell County Grants Administration Department. Tasks include, but are not limited to research, planning, reporting, accounting and technical support in relation to office management. Provides effective working relations with County Officials, Department Heads, staff and the general public.

SUPERVISION RECEIVED

Works under the general supervision of the Grants Administrator.

SUPEVISION EXERCISED

Exercises no supervision.

ESSENTIAL DUTIES AND RESPONSBILITIES
- Receives and screens calls, visitors, and sensitive requests for information in a courteous and timely manner; performs various Word and Excel processing support; troubleshoots computer/software concerns as they occur.
- Administers financials for all Caldwell County grants. Monitors grant budgets, prepares and submits monthly/quarterly/annual reports among other required deliverables.
- Monitors all grant related projects ensuring compliance and assists in planning of special meetings/events.
- Provides guidance and ensures effective tracking of all Caldwell County grants by organizing, maintaining and electronically tracking expenditures and revenues associated to each individual grant.
- Provides accurate information, reports, and assistance as required to Elected Officials, Department Heads, employees, and the public regarding operations of the Caldwell County Grants Administration Department.
- Assists the Auditor’s Office as well as the contracted outside auditing firm with all information needed for the annual independent audit of the County.
- Assists the Auditor’s Office, Purchasing Department & Treasurer’s Office with the coding of billing invoices/statements as well as revenue received.
- Serves as a liaison for the Caldwell County Grants Administrator with other County departments, governmental agencies, general public, divisions, outside agencies and contractors; oversees various administration procedures.
- Prepares various correspondence and reports in response to requests from vendors and open records requests; maintains extensive files and records including contract files, internal

Commissioners Court files and related office files; research, compiles and analyzes data for

special projects as required.
- Works as part of a team and maintains a cooperative, helpful attitude towards fellow County employees, supervisors and the general public.
- Maintains confidentiality and security of all Grants Administration Department information and systems.

OTHER FUNCTIONS

Performs other job-related duties as directed by the Grants Administrator. Regular attendance is considered an Essential Function of this job. NOTE: The essential functions describe the general nature and level of work being performed by employees holding this position. This is not intended to be a comprehensive listing of all duties and responsibilities required.

MINIMUM 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.

Knowledge of
- General principles and practices of administrative and financial management.
- Knowledge of County operations and transaction practices and procedures.
- Personal computer skills and software, including Microsoft Office software systems and Incode.
- Principles and practices of planning and record keeping.
- Professional Customer Service skills.
- Proper English usage, spelling, grammar and punctuation.
- Standard office policies, procedures and equipment operation.
- Knowledge of grant program rules, regulations and guidelines.

Ability to
- Read, analyze, and interpret grant and financial data within a variety of reports and correspondence.
- Prepare clear and concise administrative and financial reports.
- Perform multiple tasks simultaneously in a timely manner.
- Record and disseminate accurate information from telephone conversations and personal contact.
- Be detail oriented, and have strong communication, interpersonal, problem solving, analytical,

organizational, conflict resolution, and stress tolerance skills.
- Ability to flourish in a fast-paced environment and willing to adapt to change.
- Interpret, explain and enforce grant policies and procedures.
- Communicate clearly and concisely, both verbally and in writing.
- Understand and follow verbal and written instructions.
- Complete routine business correspondence.
- Effectively speak to small audiences to convey information.
- Conduct business with t

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