Administrative Assistant - County Manager's

This posting closes at 500PM on the close date.

Administrative Assistant supports the Assistant County Managers, Utilities Department Manager and the Chief Public Information Officer by performing a wide variety of complex and confidential administrative duties and support functions.

Performs a wide variety of high-level administrative support functions for the Assistant County Managers, Utilities Manager, and the Chief Public Information Officer, including but not limited to

• Assist with proclamations, service awards including researching and drafting.
• Coordinate schedules, travel arrangements, agendas, and any other logistics for candidate interviews.
• Prepare and process various business transactions (e.g., purchases orders, invoices, payment requisitions, reimbursements, vendor contracts, etc.).
• 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.
• Prepare, examine, and analyze accounting records of department or vendor to verify accuracy of figures and make necessary corrections or list discrepancies for adjusting
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Arrange travel schedules, reservations, prepare itineraries, and coordinate reimbursement.
• Assist with preparation of items for the BOCC.
• Attend meetings, post legal notices, and take minutes as required.
• Function as the point of contact on department budget matters
• Assist with the coordination of events, and ceremonies. Coordinate or assist with other office or department activities as requested.
• Prepare and maintain a variety of files and records related to the departments supported; ensure accurate records and files are maintained.
• Research requests and complaints. Respond in person, by telephone, or in writing in accordance with established policies and regulations.
• 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.
• Answer calls, greet and receive visitors. Acts as liaison between the Assistant County Managers, Chief Public Information Officer and other County staff, departments, constituencies, vendors, members of the public, and the media. Respond to requests for information and assistance from employees, residents, and others.
• Answer questions and provide advice to employees and supervisors on procedures related to pay and leave accrual/usage.
• Coordinate budget related functions
• 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.
• Responsible for maintaining confidentiality in all matters.
• Order and maintain office supplies, equipment, and related inventories.
• Prepare monthly revenue and expense reports.
• Coordinate and perform timekeeping and payroll functions for supported areas.
• Responsible for knowing and abiding by all department and County policies and procedures.
• Monitor expenditures and revenue. Oversee, coordinate, and monitor internal controls and processes for general accounting functions.
• Plan and prioritize assignments and projects. Manage information flow in a timely and accurate manner.
• 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.
• Verifies the accuracy of preliminary payroll and submits corrections as necessary.
• Receive and distribute mail and process outgoing mail. Log, prioritize and route correspondence.

Additional Duties.

May provide back-up support for the County Manager's administrative support staff. Performs other related duties as assigned.

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. Must pass driver’s license record check.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION

Must have knowledge of

• Principles and practices of administration.
• Established Policies, Ordinances, Resolutions and state and federal laws.
• Administrative research methods, techniques, and methods of report presentation.
• 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

• Use considerable tact, discretion, professionalism, and independent judgment.
• Comprehend and make inferences from written material in the English language.
• Develop professional relationships and work cooperatively with various constituencies including Elected Officials, County employees, and the public.
• Produce written documents in the English language with clearly organized thoughts, with proper sentence construction, punctuation, and grammar.
• 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.
• Be productive and efficient under varying volumes of workload and shifting priorities.
• Provide excellent customer service including the handling of sensitive and/or delicate public relations situations with an appropriate tact, diplomacy, and customer service.
• Maintain confidentiality and demonstrate the appropriate level of discretion as it relates to sensitive and confidential matters.
• Work under pressure (i.e., handling significant problems and tasks which come up simultaneously and/or unexpectedly).

Must be skilled in

• Attention to detail. Excellent writing, proof reading, and editing skills.
• Fact-finding, problem analysis, problem resolution and development of action plans to solve problems.
• Exercising independent judgement in various situations to determine appropriate action.
• Prioritizing projects and assignments.
• Communicating effectively (orally and in writing).
• Planning, organizing work and meeting deadlines.