Administrative Assistant Jobs

Job Summary
Under general supervision by an Elected Official, Division Director, Manager, and/or Supervisor, this position is responsible for performing a variety of complex and sensitive administrative duties requiring knowledge of policies, procedures, using independent judgment, and confidentiality. Responsibilities include, but are not limited to: performing complex and administrative duties such as interfacing between elected officials, employees, vendors, and the public, assist and prepare reports for administration of budget, audit, grants and other various types of department business. May perform the work of the Division Director, Manager, and/or Supervisor in their absence, or when needed.
Principal Job Duties

• Audit, prepare, record and process expenditure vouchers and invoices for respective department through accounting program.
• Compose, type, and edit a wide range of correspondence, memos, reports, forms, emails accurately and completely
• Provide technical assistance for software, computer system, telephone system and office machinery
• Arrange appointments, classes, seminars, travel arrangements for all personnel in department.
• Act as Deputy Clerk & Recorder in the absence of the Executive Assistant to the Board of County Commissioners (For Administrative Department)
• Collect information, compiles, and prepares complex reports.
• Coordinate special events, gift, and recognition programs for employees and non-profits
• Operate office equipment such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Screen, sort and route incoming mail and process all outgoing mail, working with outside agencies as needed such as FedEx, UPS, etc.
• Assist in preparation of budget, audit, grant administration for their department
• For classes conducted by respective department, assist staff with class, attendance, roster and supply arrangements.
• Maintain office and/or building supply inventory, ordering supplies for assigned department, as necessary
• Setup and manage paper or electronic filing systems, record-keeping, or maintaining documents including confidential records
• Coordinate the fleet maintenance for their respective department
• Act as representative for department/office in the absence of Elected Official, Division Director, Manager, and/or Supervisors in their absence
• Assist the public in person and on the telephone by providing general information related to area of responsibility and/or directing the individual(s) to appropriate staff or department
• Take and transcribe or compose minutes or notes often of a confidential and sensitive nature
• Process accounts payables for respective department through accounting program
• Perform other related duties as assigned by the Elected Official, Division Director, Manager, and/or Supervisors
• Collect and process information and produce reports for grants in coordination with other agencies.
• Perform special projects of administrative, technical and confidential nature as assigned and in conjunction with the Elected Official, Division Director, Manager, and/or Supervisor
• Adheres to all county policies and procedures and all laws and regulations as they pertain to assigned areas

Minimum Job Requirements
REQUIRED EDUCATION:
An Associate degree in Administrative Assistance or Secretarial Science or equivalent combination of education and experience (two years of experience may be substituted for each year of required education).
Required Experience
Minimum of four (4) years increasingly responsible experience as a secretary.
Experience in the public sector is desirable
Required Knowledge, Skills, & Abilities
(All knowledge, skills, and abilities must be able to accomplish in a consistent and accurate manner and in a variety of situations)
Clerical Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Customer and Personal Service Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Computers and Electronics Knowledge and use of phones, copiers, fax machines, computer hardware and software. A master level of computer proficiency in the use of word processing, spreadsheets, presentation slide programs, and databases. Ability to learn how to use and enter information into accounting software.
Administration and Management - Knowledge of business and management principles. Skilled in organization, decision-making and time-management skills. Exercise independent judgment and critical thought.
Professionalism - Ability to maintain a high level of professionalism. Must be able to pay attention to detail, be dependable, and be responsible.
Communication & Listening - Ability to accurately and effectively transmit and receive information that is necessary to the accomplishment of goals and objectives including effective written and oral communication; ability to keep customers, subordinates, peers, and supervisors informed; and the ability to listen.
Interpersonal Skills - Able to maintain courteous and effective working relationships with the public, County departments, co-workers and other agencies.
Necessary Special Requirements
Must have valid Colorado Motor Vehicle Drivers License
Must pass background check: Criminal and Traffic
Conviction of a crime will not be an absolute bar to employment
Required legal authorization to work
United States citizenship or legal authorization to work in the United States
Physical Requirements And Work Environment
Work is primarily performed in an office environment. This position requires the capability to do the following activities: sitting for long periods of time, standing, walking, lifting, stretching, bending, twisting, carrying, pushing and pulling. Must be physically able to lift up to 40 pounds. Must be capable of driving passenger vehicles. Hearing voice conversation is essential to effective job performance. Clear vision at 20 inches or less and up to 20 feet or more, use of corrective eyewear is acceptable.
Supervisory
May instruct the work of lower classified employees.