Administrative Assistant II

GENERAL SUMMARY

Under the general direction of the Director and/or designee, this position provides advanced administrative support to the Human Resources/County Personnel Department. Assists in the recruiting process, prepares and processes forms & documents, receives & directs inquiries, establishes and updates electronic/physical files & databases, makes appointments & maintains schedules, supports county learning management system and supports purchasing processes.

ESSENTIAL FUNCTIONS

• Performs a variety of departmental administrative support duties, including but not limited to: answering a multiline telephone system & routing calls or taking and forwarding messages; greeting & announcing/directing visitors; scheduling meetings for Director and other staff as directed, and managing the Director’s calendar; preparing drafts of correspondence, reports, and other routine and non-routine documents for review by Director, and final documents from hand-written and/or verbal notes, using word processing skills and equipment; creates fillable forms in PDF or other applications; scans & files documents as requested by Director or other department staff (personnel files, central file, etc.).
• Creates draft packets for upcoming personnel actions by the Board of County Commissioners & makes changes as requested by Director; drafts resolutions for personnel actions approved by the Board, makes changes as requested by Director, and submits final copy to the Clerk of the Board; distributes copies of certified resolutions to the appropriate HR Associate.
• Organizes & updates the Department’s shared drive or SharePoint of electronic files, documents & forms; research/gathers various related items (policies, position descriptions, evaluations, form letters, etc.) and scans or files into the shared drive as appropriate or directed; maintains office bulletin board with current notices, job postings and required posters as needed
• Assists Personnel Officers with the recruitment process: updates Vacancy Log; places ads; answers questions from the general public regarding job openings; schedules interviews; prepares interview packets; schedules/administers skills assessments; checks references/employment history & requests records checks for applicants as directed by Personnel Officers; prepares & sends correspondence to job applicants regarding the status of their application; organizing “new hire” packets for use by Personnel Officers in orientation/onboarding.
• Manages the Department’s records retention schedule, ensuring accuracy, updating records, monitoring activity, and securely following policy. Implementing and following filing procedures, data retention, and confidentiality rules.
• Organizing & Storing: sorting, labelling and filing documents (paper & digital), creating folders, managing drives/SharePoint. Retrieval and access of locating and providing files for colleagues and facilitating information flow for the department.
• Manages the day-to-day operations, support, and user assistance for an online learning platform, handling tasks like course content uploads, assigning training, troubleshooting issues, generating reports for compliance and completion, maintaining documentation. Testing system to ensure updates occur as needed. Determine user roles/settings.
• Upload training materials, modules, and media; enroll users in courses; and monitor course completion. Creating support guides or frequently asked questions. Testing new features and integrations with other tools (like video conferencing).
• May gather information as directed for completion of reports, surveys, employee demographics, etc.
• May make travel arrangements, including necessary reservations, prepare itineraries, and prepare & processing related reimbursements.
• Serves as the back-up for processing invoices/vouchers.
• Additional duties as assigned.

MINIMUM QUALIFICATIONS

1) Associate degree from an accredited educational institution in a related field and two (2) years’ experience in human resources, administrative/clerical support, word/data processing or information management OR high school graduate or equivalent and four (4) years’ experience in administrative/clerical support, word/data processing or information management; experience must include Microsoft Office suite of applications, including but not limited to Word, Excel SharePoint & PowerPoint.

KNOWLEDGE, SKILLS & ABILITIES

1) Knowledge of office practices and procedures & County policies and procedures (may be developed after employment)

2) Advanced knowledge of and skill in using common office computer applications (MS Office Suite), particularly Excel spreadsheets and SharePoint.

3) Strong organizational skills with a proven ability to multi-task.

4) Ability to apply principles to solve practical everyday problems; deal with a variety of variables in a somewhat unfamiliar context; define problems, collect data, establish facts and draw valid conclusions; work as a part of a group and cooperate with co-workers on group projects or work alone; handle sensitive inquiries from and contact with officials and general public; maintain a strict level of confidentiality & handle sensitive inquiries.

5) Ability to read and record figures accurately; comprehend and record figures accurately; add, subtract, multiply and divide whole numbers; calculate fractions, decimals and percentages; copy material accurately and recognize grammatical and spelling errors, complete routine forms, maintain accurate records, screen mail, originate routine business letters reflecting standard procedures, prepare meaningful , concise and accurate reports; use proper research methods in gathering data.

6) Ability to successfully communicate, both orally and in written format, with or without accommodation.

7) Ability to arrange items in numerical or alphabetical order, sort items into categories according to established methods, check pairs of items that are similar or dissimilar; gather, collate and classify information about data, people or things.

8) Ability to research sections of the Ohio Revised Code and Ohio Administrative Code (may be developed after employment).

9) Ability to learn and apply applicable modules of our Oracle financials & HRIS systems (may be developed after employment).

Job Type: Full-time

Pay: $26.38 - $32.04 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Customer service: 3 years (Required)

Work Location: In person

Salary : $26 - $32