Administrative Assistant - County Manager

• Function as a secretary and/or aide to elected county official, director of a division or department performing duties which include typing documents (memos, reports, statistical tables, etc.); maintaining files; researching files and assembling documents; compiling data; answering phones and maintaining calendars; scheduling and organizing meetings; completing follow-up as needed for projects, assignments, tasks; sorting and distributing mail; editing and reviewing documents for sufficiency; monitoring and assisting with division budgets; completing standard County forms; and processing time reports and payroll.
• Prepares forms independently and composes letters for supervisor's signature. Assembles information for supervisor's use.
• Advises supervisor of important meetings and gathers background information and pertinent files for use at meeting.
• Receives and screens callers to other employees, officials or divisions as needed.
• Takes minutes of conferences, meetings and official functions as required.
• May coordinate division activities with other government offices and entities.
• May prepare agenda items which include reviewing documents for accuracy and completeness; collecting information and back-up as necessary; ensuring timely submission of items.  
• May distribute agenda packets to appropriate personnel, the press, and the public.
• May make travel arrangements, process and post travel paperwork following county policies and procedures.
• May reconcile Visa purchases.  May be responsible for invoice payment, division purchases and direct payment vouchers.
• Forwards messages and complaints to appropriate authority, providing background information on the item of concern.
• May be responsible for orienting Council members on policies and procedures of County day-to-day operations, i.e., fax machines, travel ordinance; which divisions handle specific tasks; county benefits information.
• May schedule Council members or directors for ribbon cutting ceremonies and similar special gatherings and respond to invitations per their wishes.
• May be expected to attend meetings and perform clerical support tasks.
• May supervise subordinate staff.
• May audit division payroll.
• May be assigned to other county locations based upon operational needs.
• Attends work on a continuous and regular basis.
• Responds to emergency situations.
• Must adhere to Federal, State, County and Local ordinances.
• Performs other duties as assigned.

• Knowledge of the operations, functions, and scope of authority of subordinate units or the organization. 
• Knowledge of modern office practices and procedures, business English, and spelling. 
• Knowledge of the principles and practices of business and public administration. 
• Knowledge of basic accounting principles and procedures.
• Ability to prepare effective correspondence on moderately sensitive matters. 
• Ability to perform office management functions with minimum supervision.
• Ability to supervise the work of other employees.
• Ability to maintain effective working relationships with other employees.   
• May require skills in taking and transcribing minutes

Physical Demands: Sedentary work. Ability to see, hear and speak. Visual acuity (peripheral vision, depth perception) necessary to operate a motorized vehicle. Finger dexterity. Ability to push, pull and/or carry up to 25 pounds. 

Environmental Demands: Inside work. 

Mental Demands: Ability to read and comprehend technical and professional journals and manuals; financial reports, letters, memos, abstracts, instructions; legal documents, ordinances, and statutes Ability to write business letters, summaries. Ability to speak clearly and concisely relating information, details, and procedures to layman. Ability to perform basic mathematical functions.