Administrative Assistant I

Definition of Class

• Serves as administrative assistant and primary public interface for the County Executive's office.

Duties & Responsibilities

• Answers all telephone calls and greets visitors to the County Executive's Office, and ensures smooth and efficient handling of telephone and visitor contacts.
• Works under general supervision of County Executive and Director of Administration and provides clerical and administrative support for the Executive Assistant.
• Carries out routine tasks and assigned projects by established deadlines with minimum supervision.
• Some projects may require composition of correspondence and coordination with department heads.
• Prepares requisitions, tracks purchase orders and processes invoices for payment.
• Distributes incoming mail to administrative staff.
• Purchases supplies and maintains inventory of supplies for the department.
• Tracks all incoming contracts and forwards personnel authorizations for signature.
• Prepares, manages and maintains all documentation related to County Council for the County Executive.
• Updates and maintains all records for County boards and authorities.
• Provides administrative support for the Director of Administration and County Solicitor as needed.
• Establishes and maintains customer friendly, efficient, and effective working atmosphere for County Executive's office.
• The above statement reflects the general details considered necessary to describe the principle functions of the job, and shall not be considered as a detailed description of all the work requirements that may be inherent in the job.

Knowledge, Skills, & Abilities

• Some knowledge of the principles and practices of public administration.
• Ability to carry out, with some supervision, assignments requiring the organization of material and development of procedures.
• Ability to communicate effectively in both telephone and personal exchange.
• Ability to establish and maintain effective working relationships with administrative officials, other employees, and the public.
• Typing and computer proficiency in Microsoft Office including Word, Excel and PowerPoint. Must exercise good judgment, attention to detail, and initiative, and utilize a customer-focused approach.
• Demonstrated ability to handle multiple tasks simultaneously and prioritize work assignments.

Minimum Requirements

• High School Diploma or GED
• Minimum of 3 years of Clerical Experience
• Advanced Working Knowledge of Microsoft Office

Preferred Qualifications

• Four-year Degree or experience with the public or in government work is preferred.

Conditions Of Employment