Administrative Support Specialist

3 weeks ago

Newark, Delaware, United States Easy Recruiter Full time

About the role: We are seeking an Administrative Assistant 3 to support our King County audit teams. This position will be assisting more than one office in the King County area, and will be expected to travel to different offices as necessary.

Key Responsibilities:
  • Interpreting and applying administrative policies; developing, implementing and documenting procedures to ensure compliance with policies.
  • Coordinating personnel administration including recruitment, new hire orientation, and payroll.
  • Ensuring adequate supplies and equipment are in compliance with budget and policy guidelines.
  • Serving as a liaison between Audit Managers and other staff.
Additional Duties:
  • Assists Audit Managers with tasks and projects as delegated and serves as liaison between managers and other staff communicating daily via telephone and email to fill information requests of the Audit Managers.
  • Coordinates office operations to ensure efficient use of space, equipment and personnel.
  • Maintains liaison and coordination between services and technical support in Olympia.
  • Establish, maintain, and serve as contact for office accounts, lease, and equipment maintenance.
  • Maintains office supplies and equipment in compliance with budget and policy guidelines, including purchase authority.
  • Manage an inventory of team-level equipment in accordance with Office policies and team-level procedures.
  • Review and monitor team-level budgets.
  • Purchase card custodian, maintain and reconcile purchase card activity log and credit card statement.
  • Review, reconcile, and act as the custodian for team recognition items which may include assisting with procuring gift cards and/or small recognition gifts.
Human Resource and Payroll Assistance:
  • Coordinate personnel administration including recruitment and interview scheduling, new hire orientation, and payroll.
  • Review and process staff time summaries, leave slips, and travel vouchers for accuracy, completeness and in accordance with team level processes; assist staff in correcting errors; submit to fiscal and maintain file copy.
  • Ensure required documents are sent to human resource and file copy retained.
  • Oversight of travel time review in accordance with team-level processes.
Audit Support and Team Mate:
  • Assist auditees and citizens with concerns and information inquiries.
  • Maintain audit files (which may include initial set-up); electronic data; and the future audit work files (FAWF) as well as archiving the audit upon completion.
  • Coordinate record retention and destruction.
  • Assist with audit scheduling as needed. Duties may include performing initial client contact, scheduling tentative entrance and exit interviews, sending out pre-audit request lists and updating the schedule as needed.
  • Assist in the management and tracking of outstanding hotline and fraud cases including but not limited to: tracking open cases, informing team management and staff and items need to be considered during case audits, updating activity logs and aiding in communication with citizens, clients and SAO personnel on the status of open submissions.
  • Assist with the creating of audit engagement letters for open audits and the printing of documents of meetings as needed including entrance and exit conferences.
  • Assist with data input as needed on the team level.

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