Administrative Assistant- County Manager

Overview :
This posting closes at 5:00PM on the close date.

 

Under the direction of the Executive Administrative Assistant, the Administrative Assistant supports the County Manager by performing a wide variety of complex and confidential administrative duties and support functions.

Responsibilities :
Performs a wide variety of high-level administrative support functions for the County Manager including but not limited to:

Serve as the first point of contact to the public. Answer calls, greet and receive visitors.  Determine nature or purpose of visit and direct visitors to specific destinations.

Acts as liaison between the County Manager and staff, departments, constituencies, vendors, members of the public, and the media. Requires an understanding of the departments and their functions.

Respond to requests for information and assistance from employees, constituents, and others.

Research requests and complaints.  Respond in person, by telephone, or in writing as appropriate and in accordance with established policies and regulations.

Receive and distribute mail and process outgoing mail.  Log, prioritize and route correspondence.

Maintain appointment and meeting schedules.  Coordinate meetings and conferences including room reservations, setup, presentation technology and any other arrangements to ensure the success of the meeting.

Room reservation coordination. Coordinate, schedule and maintain calendar of events for BOCC Chambers, Administrative Conference Room, and County Manager Conference Room.

Assist with the coordination of events, and ceremonies.  Coordinate or assist with other office or department activities as requested.

Arrange travel schedules, reservations, prepare itineraries, and coordinate reimbursement.

Coordinate schedules, travel arrangements, agendas, and any other logistics for candidate interviews. 

Compose, type, edit, and/or review a variety of correspondence (e.g., reports, letters, memoranda, spreadsheets, etc.) and ensure accurate spelling, grammar, punctuation, composition, and accuracy of information provided.   Correspondence may be for management, staff, the public, or media.

Attend meetings, post legal notices, and take minutes as required.

Assist with preparation of the agenda for Board of County Commissioner meetings.Assist with compiling agenda binders for County Manager and Commissioners

Create recognition certificates and memos.

Verify employee attendance at BOCC meeting for service award recognition.

Order and maintain office supplies, equipment, and related inventories.

Plan and prioritize assignments and projects.  Manage information flow in a timely and accurate manner.

Prepare and maintain a variety of files and records related to the departments supported; ensure accurate records and files are maintained.

Coordinate and perform timekeeping and payroll functions for supported areas.Answer questions and provide advice to employees and supervisors on procedures related to pay and leave accrual/usage.

Verifies the accuracy of preliminary payroll and submits corrections as necessary.

Coordinate budget related functions Function as the point of contact on department budget matters

Prepare, examine, and analyze accounting records of department or vendor to verify accuracy of figures and make necessary corrections or list discrepancies for adjusting,

Prepare monthly revenue and expense reports.

Monitor expenditures and revenue. Oversee, coordinate, and monitor internal controls and processes for general accounting functions.

Prepare and process various business transactions (e.g., purchases orders, invoices, payment requisitions, reimbursements, vendor contracts, etc.).

Examine and or compose reports based on research findings.  Assist with tracking legislation.  Review and evaluate other materials to determine action needed or if additional information is needed.

Monitor critical action items and ensure that the assistant county managers or department heads are briefed and have the necessary material to participate in meetings, conferences, and other events.

Provide back-up support for the Executive Administrative Assistant and the Switchboard Operator as necessary.

Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Responsible for knowing and abiding by all department and County policies and procedures.

Responsible for maintaining confidentiality in all matters.

ADDITIONAL DUTIES.  Other related duties as assigned.

Qualifications :
Education. High school diploma or equivalent.

 

Experience. Five (5) years’ full time-time experience in increasingly responsible administrative, accounting, budgeting, or support services experience. Bilingual (English/Spanish) preferred.

 

Education/Experience substitution. In accordance with County policy

 

Licenses/Certifications. Valid driver’s license.  Must maintain an acceptable driving record in accordance with policy.

 

Other (e.g., post-offer medical exam, polygraph, background check, driver’s license record, etc.). Must pass a background check and driver’s license record check.

 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION: Must have knowledge of:

Principles and practices of administration.

Administrative research methods, techniques, and methods of report presentation.

Established Policies, Ordinances, Resolutions and state and federal laws.

Principles and procedures of budget preparation, control, financial record keeping and reporting.

Business correspondence standards including English grammar, formatting, basic mathematics, spelling and punctuation.

Computer software; proficient in Microsoft Office and Adobe.

 

Must have the ability to:

Maintain confidentiality and demonstrate the appropriate level of discretion as it relates to sensitive and confidential matters.

Use considerable tact, discretion, professionalism, and independent judgment.

Provide excellent customer service including the handling of sensitive and/or delicate public relations situations with an appropriate tact, diplomacy, and customer service.

Be productive and efficient under varying volumes of workload and shifting priorities.

Communicate orally in the English language with customers, clients, and the public in face-to-face, one-on-one settings, in group settings, and using a telephone.

Produce written documents in the English language with clearly organized thoughts, with proper sentence construction, punctuation, and grammar.

Comprehend and make inferences from written material in the English language.

Work under pressure (i.e., handling significant problems and tasks which come up simultaneously and/or unexpectedly).

Develop professional relationships and work cooperatively with various constituencies including Elected Officials, County employees, and the public.

 

Must be skilled in:

Exercising independent judgement in various situations to determine appropriate action.

Fact-finding, problem analysis, problem resolution and development of action plans to solve problems.

Communicating effectively (orally and in writing).

Planning, organizing work and meeting deadlines.

Prioritizing projects and assignments.

Attention to detail. Excellent writing, proof reading, and editing skills.

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