Administrative Support Specialist I - Tax

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All sections of the application, including work experience, MUST be completed. Please include the last ten (10) years of employment history. Incomplete applications may be rejected. Applications are stored on a secure site accessible only by authorized personnel. Your application can be saved and used to apply for more than one (1) job opening.

Chatham County is an equal opportunity employer and will consider reasonable accommodations as required by law. Chatham County participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Chatham County does not offer sponsorship of job applicants for employment-based visas or any other work authorization for our positions at this time.

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Job Description

Are you highly organized and detail-oriented? Do you excel in managing multiple tasks efficiently while providing top-notch customer service and administrative support? Are you interested in working for an organization that supports your well-being and development? You may have found the role for you! If you're a proactive, self-motivated individual with exceptional organizational skills, we encourage you to apply and be part of a dynamic work environment.

Performs difficult skilled administrative support work assisting with a variety of complex office assistance and administrative tasks, providing primary administrative support in a division or department, preparing and maintaining detailed, complex and/or confidential records and files, preparing complex and specialized reports, assisting the public and performing related work as apparent or assigned. Work is performed under the limited supervision of the department director.

Essential Functions

• Types a variety of documents including correspondence, forms, reports, purchase orders, requisitions, resolutions, ordinances, proclamations, court orders, and related documents, etc. where knowledge of format and presentation is necessary; answers routine correspondence independently;
• Enters a variety of complex data into the computer system; gathers and compiles detailed information; prepares a variety of complex and specialized reports; checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures; enters and retrieves sensitive and restricted information into the computer system;
• Attends meetings of commissions, boards, and committees, compiles and types agendas and meeting minutes and prepares information packets including correspondence and action items;
• Maintains daily calendar of appointments; schedules and coordinates inspections, meetings, appointments, conferences, etc.; makes travel and lodging arrangements and assists with event preparation and catering;
• Coordinates and assists with the budget process; processes accounts receivable, accounts payable, payroll, budgetary, and other financial data; codes and reconciles invoices with payment vouchers; prepares daily deposits; prepares bills; performs calculations and posts to statistical and other records applying knowledge of regulations;
• Assists in the preparation and distribution of flyers, informational material, and newsletters; prepares and submits press releases, composes public notices, and ensures ads are published within required time frames;
• Greets visitors, citizens, and customers; answers telephone; provides information; forwards calls to appropriate party; assists the public with the completion of records, applications, etc., and directs visitors to appropriate party;
• Prepares and maintains a variety of office files, accounts, and other complex and specialized records; complies information and verifies data;
• Purchases supplies for employees and/or department as well as obtains approval for, enters, and tracks purchase orders;
• Operates a variety of standard office equipment, performs light maintenance on photocopy and scanning equipment, and manages contracts;
• Maintains and updates department web pages and specialized databases;
• Assists with hiring of subordinate staff and fulfills the duties of subordinates in their absence;
• Performs other duties as assigned.

Minimum Qualifications

High school diploma or GED with coursework in secretarial science, business administration, or related field. Moderate experience in administrative support and office operations or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities

• Comprehensive knowledge of the organization and functions of the department and general administrative policies and practices;
• Comprehensive knowledge of standard office practices, procedures, equipment, and office support techniques;
• Comprehensive knowledge of business English, spelling, and arithmetic;
• Ability to read, understand, and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents;
• Ability to keep office records and to prepare accurate reports from file sources;
• Ability to perform and organize work independently;
• Ability to prepare effective correspondence on routine matters and to perform office management details without referral to supervisor;
• Ability to operate standard office and computer equipment including the ability to operate specialized software;
• Ability to establish and maintain effective working relationships with associates and the general public.

Chatham County is fully committed to equal employment opportunity (EEO) principles and issues this anti-discrimination/EEO compliance clause to support and maintain employee’s rights and responsibilities relating to equal employment. The core of equal employment opportunity is the right to work and advance on the basis of merit, ability, and potential, free from prejudice or discrimination. In accordance with the applicable anti-discrimination statutes, executive orders, and other authorities, Chatham County protects employees against discrimination, to the fullest extent of law, on the basis of race, color, religion, sex (including pregnancy), national origin, sexual orientation, gender identity, age, disability, genetic information, marital status, political affiliation, whistleblower activity, parental status, and military service (past, present, or future), and against retaliation for participation in EEO activity or opposition to discrimination.