Administrative Assistant - Commissioners

GENERAL POSITION SUMMARY:

Serves as the Administrative Assistant for the office of the Board of Commissioners. This position is the first point of contact for the public as they call or visit the Board of Commissioners office. Performs clerical work and document creation, which may include the handling of highly sensitive and confidential information.

This Administrative Assistant classification is distinguished from other administrative or executive assistant classifications by the greater degree of complexity of office and administrative duties undertaken. This position requires a superior degree of independent judgment to complete assignments.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Answers phones and greets the public as they come to the Board of Commissioners Office. Schedules and maintains the master calendar for the Board of Commissioners.

2. Serves as the recording secretary for Board of Commissioners’ meetings and workshops. Acquires Commissioner signatures on documents following Board approval and files those documents with the County Clerk. Prepares meeting and workshop minutes, arranges audio-visual services for Board meetings, and reserves meeting rooms upon request.

3. Assembles information and prepares agendas for Board meetings. Reviews agenda items submitted for completeness and accuracy and posts submissions to the BOC drive for approval prior to public posting. Advises each Board member of background information in preparation of scheduled meetings, providing reference material as needed.

4. Coordinates and maintains all documents and activities for County advisory boards and County committees which includes term expirations, vacancy notices, resignation acknowledgements, appointments, orders and appreciation letters; maintains paper and electronic files as required. Coordinates with County departments as needed for committee business. Notifies the Board when appointments should be made for advisory committees, boards and commissions.

5. Prepares correspondence such as letters, emails, reports, notices and other material of important nature, some of which may be confidential in nature.

6. Prepares claims for payments/reimbursements for submission to Accounts Payable and deposits money as necessary.

7. Maintains Board Office equipment and supplies.

SUPERVISORY CONTROLS AND RESPONSIBILITIES:

There are no supervisory responsibilities. Able to work with minimal supervision. Supervised by the BOC Office Administrator.

QUALIFICATION REQUREMENTS:

Knowledge of . . .

· Office practices and methods of office organization

· Business English, spelling, grammar, composition

Ability to . . .

· Communicate effectively in oral and written form, and to work effectively with other

· employees, agencies & the general public using courtesy, tact & good judgment.

· Use computers and business software proficiently including but not limited to Microsoft Office Suite

· Prioritize tasks and meet deadlines

· Remain calm and use good judgment during confrontational or high pressure situations

· Maintain confidentiality and professionalism

· Use initiative and judgment in carrying out responsibilities with minimal instruction and guidance

· Courteously meet and deal effectively with other employees, all County department heads, legislative and congressional representatives, federal, state, and city agencies, public agencies, advisory boards, committees, private businesses, contractors, consultants, media and the public

· Understand and comply with statutory requirements for public records, public notice, public meetings and advisory boards/committees

EDUCATION AND/OR EXPERIENCE:

Associate degree and five years or more of experience in an office work environment including experience in administrative, financial and office management functions; or any satisfactory equivalent combination of education, training and experience. Must have highly developed writing skills and independent ability.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

· Work is performed within departmental policy and procedure: federal, state and county statutes, rules, regulations and ordinances, personnel rules, various administrative reference materials, office management reference materials, secretarial handbooks.

· Employee uses seasoned judgment, initiative, and experience in interpreting guidelines and contributes to modifications of existing guidelines by advising the Board of problems encountered.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Job Type: Full-time

Pay: $4,642.00 - $5,381.00 per month

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $4,642 - $5,381