What are the responsibilities and job description for the Administrative Assistant position at Pottawattamie County?
An individual in this position is responsible for providing administrative support services and assistance to the Office Coordinator in order to ensure the efficient operation of the Pottawattamie County Conservation Board. (PCCB)
The primary work location will be at the Pottawattamie County Courthouse. Regular travel within Pottawattamie County expected.
Pottawattamie County offers employees a strong benefit plan at a reasonable cost. Benefit offerings include health, dental, vision, life insurance, long-term disability, and other voluntary benefits.
Provide administrative and clerical support to the Office Coordinator (OC) for Pottawattamie Conservation and oversee front desk operations at Hitchcock Nature Center’s Crescent Hill.
Answer incoming calls and greet visitors to the department, respond to inquiries and/or refer to appropriate sources for assistance.
Assist with the preparation of meeting notices, agendas and minutes for assigned boards which include but are not limited to prepare draft agenda for review, create agenda packet for distribution, post agendas, attend meetings and prepare minutes when OC is not able.
Assist in maintaining the daily financial activities, which include accounting, purchasing, staff time sheet submittals, and auxiliary enterprises such as shipping and receiving, postal services, and printing services.
Under the supervision of the OC manage cash, cash-related receipts, credit card transactions, accounts receivable and credit and collection functions, ensuring timely processing of billings, payments, and collection of program revenue.
Respond to public communication received or sent by the department via direct phone calls, email, and written communication. Distribute information regarding conservation properties, programs, activities, and facilities to the public.
Assist with direct advertising, distribution of brochures and other publications for parks, special projects or events of the PCCB.
Maintain an accurate file system of official documents, periodicals, reports, forms, correspondence, and minutes.
Assist with the reconciliation of all fund balances between the Treasurer and Auditor’s offices monthly and prepare documents required for the annual County audit.
Maintain inventory of office supplies, seasonal uniforms, and order additional items as necessary. Maintain department’s inventories.
Must be able to attend PCCB functions including but not limited to fundraising events, park events, and other similar conservation functions.
Oversee front desk operations in support of winter sports activities at Hitchcock Nature Center’s including but not limited to customer service, training, scheduling, responding to emails and customer inquiries. Possess or develop a strong understanding of the point-of-sales system with the ability to run reports and assist with the accounting of cash revenue and the daily close-outs.
Performs other duties as directed or as the situation dictates.
Ability to establish and maintain effective working relationships with the general public, government officials, supervisors, employees, volunteer board members and related partners. Must have excellent customer service and interpersonal communication skills.
Excellent writing skills with a focus on grammar and punctuation.
Knowledge of finance, budgeting, and accounting principles. Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections.
Knowledge of cash management principles and/or procedures.
Knowledge of and the ability to apply general office procedures and standard clerical techniques. Knowledge of and the ability to perform mathematical calculations, including addition, subtraction, multiplication, and division, using a calculator, adding machine, or manually.Must be proficient in the Microsoft Office suite, including word, excel, power point, outlook including outlook and google calendar. Ability to manage a database, learn county software programs and keep up to date with changing technology.
Strong organization skills with keen eye for detail.
Ability to compose a variety of correspondence, memoranda, and other documents using independent judgment based upon knowledge of departmental policies and procedures.
Ability to handle multiple tasks and changing priorities while managing high degree of accuracy.
Ability to maintain confidentiality and security of information.
Ability to handle moderate to high levels of stress, manage multiple deadlines and solve problems appropriate to the position. Must be resourceful and intuitive.
Ability to work independently, plan and organize a personal work schedule, set priorities and meet established deadlines.
Two years of post-secondary education is preferred or any equivalent combination of experience and training that will have provided the required knowledge, skills, and abilities.
Experience working with or serving on boards preferred.
Must possess and maintain a valid driver’s license and be insurable under the county’s liability coverage. May also require use of personal vehicle for official business.
Salary : $24 - $32