White County Commissioners Administrative Assistant

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. White County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would present an undue hardship.

Incumbent serves as Administrative Assistant for the White County Commissioners, responsible for maintaining calendars, performing duties relating to Commissioners’ meetings, assisting in development of annual budget, and responding to needs of the public.

DUTIES:

Assists with preparation and submission of an annual budget for Commissioners and other related county-wide needs, including monitoring budget, preparing claims, transferring funds and requesting additional appropriation when needed,

Prepares and advertises agendas for regular, special, and executive Commissioners meetings according to Open Door Law.

Coordinates and/or assists with Commissioner activities and communication including researching special projects.

Maintains and prepares payroll for Commissioners, Council, and Maintenance Department.

Performs a variety of clerical duties, including, but not limited to composing and preparing correspondence and press releases, labels, and envelopes, maintaining spreadsheets, emails, and faxing and copying various documents.

Responds to inquiries from elected officials, department heads, employees, and the public.

Reviews state and federal grant budgets for Commissioners.

Advertises bids requested from Commissioners, highway bids, county farm, and new equipment.

Assists with procurement and competitive bidding process and maintains records related to contracts of service.

Maintains record of appointments made by Commissioners.

Communicates with insurance company, keeping updated on changes to County buildings, equipment, lawsuits, and driver’s records.

Maintains records for all capital assets for the County Commissioners.

Maintains adequate postage funds as needed.

Prices and orders office supplies for departments.

Prepares, advertises, and organizes Board members to attend 911 Board meetings, including attending meetings, taking minutes, and creating permanent records of meetings.

Serves as liaison for Commissioners, involving facilitating communications with other County personnel, elected and appointed government officials, stakeholders, senior representatives, various boards and commissions, vendors, state and local agencies, and the public.

Attends regular, and special Commissioners meetings, including preparing agendas and meeting minutes to create permanent records of all Commissioner meetings. Maintains organized files and records on ordinances, resolutions, and policy documents adopted by the board.

Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or HSE.

Ability to meet all employer and department hiring requirements.

Working knowledge of standard policies, practices, computer software/programs and legal requirements of the department and ability to apply appropriate procedures accordingly.

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence and detailed reports as required.

Working knowledge of County budget, and ability to assist with preparation and submission of an annual budget for Commissioners, including monitoring budget, preparing claims, transferring funds and requesting additional appropriation when needed.

Knowledge of basic accounting procedures, with ability to perform arithmetic operations, and maintain accurate financial records.

Knowledge of basic filing systems and ability to create and maintain accurate department files and records.

Ability to properly operate standard office equipment, such as computer, calculator, fax machine, postage meter, copier, telephone, and folding machine.

Shall comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to understand, memorize, retain, and carry out written and oral instructions and present findings in oral or written form, and.

Ability to provide public access to or maintain confidentiality of Department information and records according to state requirements.

Ability to effectively communicate orally and in writing with co-workers, other County departments, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to compile, collate, or classify data, and analyze and evaluate data.

Ability to work alone with minimum supervision and with others in a team environment, work on several tasks at the same time and work rapidly for long periods, often under time pressure.

Ability to apply knowledge of people and/or locations, and plan and layout assigned work projects.

Ability to read and interpret detailed prints, sketches, layouts, specifications, and maps.

II. RESPONSIBILITY:

Incumbent performs a variety of standard and recurring duties with work priorities determined by a formal schedule and/or supervisor. Incumbent receives general supervision with assignments guided by broad policies and/or general objectives. Decisions are always determined by specific instructions or existing, well-established policies and procedures. Errors in work are primarily detected or prevented through supervisory review. Undetected errors could lead to inconvenience to other agencies or the public.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, and the public for purpose of receiving and giving information and rendering services.

Incumbent reports directly to Board of Commissioners.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment and/or storeroom, involving sitting for long periods, lifting/carrying objects weighing less than 25 pounds, keyboarding, speaking clearly, and hearing sounds/communication.

Job Type: Full-time

Pay: From $24.12 per hour

Benefits:

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

Work Location: In person

Salary : $24