Job Description

General Summary & Essential Responsibilities

Performs responsible and varied secretarial, administrative, and public contact work of a diverse nature. Provides administrative support services to a department director and to immediate division or department staff personnel. Typical duties include screening calls, visitors, and mail; arranging conferences and meetings; maintaining appointment schedules; answering and handling requests for information. Responsibilities may also involve preparing department budget; researching and compiling data from files and other sources; composing memoranda, correspondence, preparing reports, maintaining databases, and processing time and attendance records.

ESSENTIAL JOB FUNCTIONS

* Receives, screens, greets, and directs incoming calls and welcomes visitors.

* Informs, advises, and follows-up on all customer requests/complaints received by telephone, mail or personally from citizens, elected officials, agencies, County employees and/or clients, and assists department employees in the interpretation of routine policies, rules, and regulations.

* Composes, types, and edits routine correspondence, email, forms, reports, memos, articles, marketing materials, and other data.

* Compiles and prepares detailed financial, statistical, and/or other specialized data for administrative and public reports and bulletins, questionnaires, and other documents from general instructions.

* Establishes and maintains a comprehensive filing system for fiscal, administrative, and general records; periodically reviews and revises office procedures/systems to ensure smooth operations.

* Receives and processes incoming correspondence and deliveries; processes outgoing mail.

* Prepares and distributes agendas and material needed for meetings, conferences, public hearings; may take dictation, transcribe minutes, and maintain the official records.

* Schedules appointments as instructed for an administrative supervisor and the immediate departmental staff; advises supervisor of important meetings; and makes travel arrangements.

* Maintains various databases and performs data entry in multi-application computer programs.

* Handles accounting related functions; receives payments in the form of cash, check, money order, and/or credit cards from customers; calculates change and issues receipts;prepares purchase requisitions; tracks expenditures; and processes check requests.

* Maintains department office supplies, equipment, and materials; orders supplies and materials; and schedules preventive maintenance.

* May prepare payroll and process departmental records such as time and attendance records and/or employee evaluations.

* May coordinate and monitor the activities of other employees in routine clerical operations.

* Performs basic administrative duties including written reports, memorandums, letters, and electronic correspondence, interaction with vendors, and communication through telephone and meetings.

* Provides exceptional customer assistance, problem-solving, and/or complaint resolution by all forms of communication.

Min. Education, Licenses and Certifications

* Education and Experience:

* High school diploma or equivalent

* Three (3) years of experience in clerical or administrative work, preferably in an office setting

* Or related field; or an equivalent combination of relevant training, education and experience.

Licenses and/or Certificates: N/A

Knowledge, Skills and Abilities

* Knowledge of departmental policies, plans, and procedures.

* Knowledge of Microsoft Word, Excel, PowerPoint, and other job-related computer programs and software applications.

* Knowledge of modern governmental office practices, procedures, equipment, and standard clerical/administrative support techniques.

* Strong organization and time-management skills.

* Analytical and research skills.

* Skill in effective communication, both orally and in writing.

* Skill in prioritizing and organizing work.

* Skill in the use of office equipment such as a computer, multi-line telephone system, scanner, fax machine, and copier.

* Ability to deal with multiple tasks simultaneously.

* Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.

* Ability to exercise judgment and discretion in applying and interpreting department rules, regulations, policies, and procedures.

* Ability to make recommendations and to use resourcefulness and tact in solving new problems.

* Ability to ascertain priorities and meet deadlines and objectives.

* Ability to type/perform data entry proficiently.

* Ability to maintain accurate records and reports.

* Ability to provide internal/external guidance and customer assistance via all forms of communication

* Ability to use computers for data entry, word processing, and/or accounting purposes.

* Ability to author reports, business correspondence, and procedure manuals.

* Ability to establish and maintain effective working relationships with managers, service providers, other employees, and the general public.

Supplemental Information

PHYSICAL DEMANDS

Walking, sitting, hearing, seeing up close, talking, standing, finger movement, repetitive motions. Dependent upon position assignment, may frequently lift up to 25 pounds and occasionally up to 50 pounds

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment.

RISK/SAFETY CONDITIONS

The position requires no exposure or risk related to physical and/or mental health and safety.

DISCLAIMER:The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this job.

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