HCFR - Administrative Assistant

General Job Description

Provides administrative support to the daily operations of assigned section/division. Performs a wide variety of clerical and payroll duties. Interacts with employees, vendors and citizens by responding to inquiries, obtaining/distributing information or coordinating department programs/projects. Assists management with human resources and budgetary responsibilities. This position is FLSA nonexempt.

Duties for this Position

• Provides administrative support to the daily operations of assigned department. Performs a wide variety of clerical and word processing duties such as heavy telephone and over the counter interaction with external and internal parties, processing paperwork and entering data into various County databases.
• Responds to requests for information from supervisory staff, employees, or general public. Answers questions related to the department’s activities, programs, policies, and procedures. Conducts follow-up research to retrieve answers and supporting information.
• Performs various fiscal activities including, monitoring and submitting requisitions for supplies and materials, initiating purchase orders.
• Arranges and completes travel and training arrangements as required on behalf of staff.
• Serves as liaison with external suppliers and vendors. Coordinates department activities with suppliers/vendors. Monitors contracts to ensure timely completion and accurate payment schedules.
• Participates in special projects as assigned.
• Serves as backup for various staff positions in their absence. May assist in employee supervision, training and performance evaluation.
• Performs other duties as required.
• Adheres to assigned work schedule as outlined in the Department and County attendance policies and procedures; ensures all behaviors comply with the County’s Personnel Rules and Regulations.

Position Minimum Requirements

Knowledge of:

• Principles and procedures of record management.
• Capital purchasing policies and procedures.
• Contract management and compliance.
• Principles and practices of business administration and human resources.
• Operational characteristics, services, and activities of assigned program area, including administrative, financial or HR functions.
• Principles and practices of budget preparation.
• Municipal budgetary policies, requirements and procedures.
• Personnel rules and regulations.
• Pertinent Federal, State and local laws, codes and regulations.
• Various online County database and Munis software as well as the Microsoft Office computer programs.
• Telestaff staffing software.

• Skill in:

• Data entry and filing.
• Modern office systems and procedures.
• Analytical thinking.
• Problem solving.
• Planning and organization.
• Time management.

• Ability to:

• Communicate clearly and effectively, both orally and in writing.
• Maintain confidentiality.
• Pay attention to detail.
• Read, interpret and analyze complex reports.
• Research and gather data on complex issues.
• Provide quality customer service.
• Work Saturdays and most Holidays to meet payroll deadline.
• Regularly required lifting of up to 25 lbs.

Additional Information

• High School Diploma or GED equivalency.
• Associate’s degree from an accredited college with major course work in Business Management, Public Administration, Business Administration or related field, preferred.
• Four years of clerical and administrative experience.
• Experience with Microsoft Word & Excel.

1301 2nd Avenue

Conway, South Carolina, 29527