Job Description
The Administration Assistant performs support duties for the Administration Department. The employee in this position is frequently expected to act independently in answering citizen inquiries, performing routine administrative functions such as preparing correspondence, receiving visitors and maintaining the office. Duties also include entering accounts payable for various departments, monthly credit card statement processing and maintenance of the County website. The person in this position will schedule meeting rooms, vehicle use and vehicle maintenance. This position is supervised by the Finance Director. Job Responsibilities
Comply with all countywide and departmental policies and procedures.
Professionally greet customers, answer questions and provide information to customers.
Complete bi-weekly accounts payable by following the established processes and procedures.
Follow and complete the procedure for the payment of the monthly utilities. This position is the backup for the payment of utilities.
Complete the process and procedures for the monthly payment of credit cards.
Coordinate the document shredding schedule once a month.
Order and maintain office supply stock. Inventory received orders and review packing slips to ensure shipment is correct. Neatly stock office supplies in the supply room.
Answer phone lines in a professional manner, receive messages and route callers to the correct person/extension.
Receive payment and properly record for the sale of weather radios. Program weather radios for customers.
Sort and route incoming mail.
Take mail to the post office following the Courthouse rotation schedule.
Manage vehicle and conference room schedules.
Coordinate Xerox Work Center maintenance and order toner.
Order printer toner for other departments and keep track of inventory.
Maintain County website and Facebook for administration. Check website weekly for out-of-date items, typos, etc. and notify the appropriate department regarding changes needed.
Coordinate conference registrations and lodging for administration department.
Coordinate meals for public meetings and employee gatherings. Order kitchen supplies as needed following purchasing guidelines.
Process KanPay credit card payments in person or over the phone for various departments.
Process the billing and receive payments for Detroit Sewer, add new customers, run reports once a month, mail out statements and maintain files.
Operate all office equipment such as computer, calculator, laminating machine, scanner and fax machine.
Other duties as deemed necessary or as required.
Performance Measurement
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EXPERIENCE and/or EDUCATION
High school diploma or GED
One to three years of experience preferred
Must possess a high degree of computer proficiency
CERTIFICATES, LICENSES, REGISTRATIONS
Valid Kansas Driver"s License
Knowledge, Skills and Abilities
Knowledge, Skills and Abilities -
Possess the skills required to perform the job and understand the job functions and its" requirements and meet deadlines.
Ability to read and comprehend simple instructions, correspondence and memos.
Operate computer, preferably in Microsoft Word, Power Point, Access, Publisher, Excel and Outlook.
Ability to communicate professionally and effectively with customers, clients and other employees of the organization.
Ability to communicate effectively, both orally and in writing using the English language.
Proper knowledge of grammar and spelling.
Skills in organization, mathematical processes, time management and a high degree of computer proficiency.
Good interpersonal skills and the ability to interact well with others.
Ability to multi-task, work independently and solve problems effectively.
Ability to maintain confidentiality.
Ability to make independent decisions, use good judgment, accept results and receive constructive feedback in an appropriate positive manner.
Able and willing to work with others toward achieving common goals. Demonstrate understanding of the importance of teamwork. Display positive attitude and support County policies and communicate them properly.
Demonstrate initiative in execution of work, comprehend instructions without close supervision and volunteers to assist others, produces the expected volume of work.
Execute work thoroughly, accurately and in an organized manner.
Accept responsibility and complete work assignments on schedule, without undue delays and within other established parameters.
Reliable and dependable attendance required. Arrives and leaves at the prescribed times.
Dress and groom appropriately for the job.
Keep work area neat and orderly.
Additional Information
BEHAVIOR STANDARD
Maintain a positive work attitude by acting and communicating in a pleasant manner so that you communicate and work well with customers, co-workers and management.