Administrative Assistant

Compensation plans are based on a multi-step progression system. The pay range reflects the entry level and maximum salary potential in the assigned pay grade.

**A starting salary may be negotiated and will be commensurate with education, training and experience in alignment with pay administration policies**

This is an advanced-level clerical position where employees perform a full range of general and specialized clerical procedures with differentiation from lower clerical levels in providing full, direct support to smaller department managers, cabinet members or large division heads in a variety of administrative functions.  Work requires full knowledge of office administration.  Work procedures include but are not limited to managing payroll, budget preparation and control, purchasing supplies and equipment, personnel actions, general administrative functions such as developing department reports and documentation, managing accurate record keeping and filing systems, and/or basic bookkeeping duties such as accounts payable, department billing and receiving payments.  Work in this class is non-routine and often cyclical in nature and must demonstrate effective decision making.  The employee carries out work in accordance with general instructions from the supervisor.  Administrative Assistants typically support supervisors, managers or directors over larger divisions or smaller departments.

High School diploma or GED and three (3) years of responsible clerical/office administrative experience which demonstrates full knowledge of office functions to include processing department documentation, record keeping, and assisting supervisors or managers with department functions.  A technical certification in Office Administration or closely related area may substitute for one year of experience.  Advanced training in office administrative or closely related area is preferred at this level.  NOTE: Three (3) years’ experience as an Administrative Support Specialist will qualify for this position.

 

NOTE: Qualifying education, training and experience that provide the requisite knowledge, skills and abilities to perform the job will be considered.

 WORK RESPONSIBILITIES: The following list of work responsibilities was developed through a job analysis; however, it is not exhaustive, and other duties may be required and assigned.

 

EXAMPLES OF WORK: (This class specification represents examples of tasks performed by most individuals in this classification and should be used as a guide for making work assignments and position allocations. The critical functions of this position include the following:

1) Financial Calculations.  Examples include:

Assists division or department head with developing and monitoring the budget

Processes payments and/or invoices from the public or vendors

Calculates/records numerical information such as inventory, receipts, monthly/yearly reports

Maintains logs, spreadsheets or other calculating documents which may require computing averages, totals, percentages and/or fractional amounts

Verifies accuracy of numeric/financial information

Reconciles and balances numerical data such as funding sources, bank deposits, time sheets, or payroll

Researches financial information such as from vendors or department personnel

Compiles financial information from various sources

Processes large sums of money and make a variety of cost computations

Balances cash drawers

2) Interacting with Others/Customer Service. Examples include:

Interacts with county departments and division personnel to coordinate work

Provides customer relations to general public

Communicates with elected officials, department administrators, and local business leaders such as vendors, and/or private corporations

Interacts with the Administrator and/or Administrator’s office on behalf of the supervisor

Provides expertise/assistance to others on department functions

Internal and external contact for high level purposes such as coordinating work and resolving problems

Follows protocols for interactions with elected/appointed officials, department heads and managers, or public businesses

3) Payroll Duties.  Examples include:

Calculates payroll information such as work hours and leave

Reconciles payroll documents/information such as checking totals

Processes payroll for a mid-size department or division

Administers a more complex department payroll including time calculations, overtime, FMLA, leave balances, and/or reconciling balances

4) Purchasing Duties.  Examples include:

Conducts purchasing functions including ordering supplies and equipment, processing Sales/Purchase Agreements (SPA) and invoices.

Manages and assists with the bid process for department purchases

Processes payments and/or invoices from the public or vendors

Purchases department supplies and equipment and inspects purchased items/invoices for accuracy

Processes payments, invoices, SPAs, or POs

Contacts vendors to obtain quotes

5) Filing/Organizing Duties.  Examples include:

Manages department filing systems ensuring timely, accurate record keeping and retention

Maintains/organizes larger volume filing systems with cross reference and equipment

Monitors filing system space requirement

Follows State, Federal and Local record keeping requirements for digital and paper records

Ensures proper disposal of documents and records

6) Processing Paperwork.  Examples include:

Administers personnel forms and actions such as FMLA and Workers Compensation paperwork.

Manages the flow of paperwork through the department.

Processes department-specific forms/documents ensuring accuracy and completeness

Edits and proofreads documents, letters and memos

Completes documents or reports requiring research and compiling information

Accesses sensitive and/or confidential information and maintains confidentiality and control of output, storage, etc.

Follows specific procedures, laws and internal policies regarding paperwork

7) Computer Skills.  Examples include:

Researches information from multiple sources for reports, public inquiries or management requests

Utilizes software for emails, calendars and scheduling

Develops/creates templates for forms, letters, reports, contracts, etc. to meet department needs

 

Utilizes appropriate software to create and format formulas, charts, tables, graphs, spreadsheets, etc.  

Utilizes software to conduct department-specific tasks such as payroll or purchasing

8) Written Communication Skills.  Examples include:

Develops, sends/receives correspondence, documents, forms, etc. to other departments, officials or the public requiring extensive attention to detail

Initiates and composes formal letters, memos, and other correspondence on behalf of the county as directed with accuracy - proper grammar, punctuation and spelling

Reviews and proofreads documents and memos from co-workers and/or supervisor

9) Administrative Support Duties.  Examples include:

Performs higher-level functions for a division or small department such as budget or purchasing

Manages assigned department projects such as the United Way, special events, etc.

Assists supervisors with scheduling, calendar appointments, etc. using proper protocol

Overseas/processes clerical functions such as payroll for a large division or small department

Reports to major department head or cabinet member

Provides recommendations/expertise to department employees in performing major functions

Assists management with input in managing major functions such as budget, payroll or purchasing

Work is performed under broader guidelines, requiring judgment and department specific knowledge

 

REQUIREMENTS OF WORK: (Any one position may not include all the duties/responsibilities listed, nor do the listed examples include all duties/responsibilities which may be found in positions of this class.)

Knowledge of office administration and supervisory skill.

Knowledge of department specific terminology, rules, policies, procedures and functions.

Knowledge of county ordinances, policies and procedures.

Knowledge of department specific forms, reports and documents.

Knowledge of MS Office software including Word and Excel spreadsheets.

Knowledge of various department functions, contacts and processes.

Knowledge of county personnel policies.

Knowledge of personnel related actions such as FMLA, payroll, or Workers Compensation paperwork.

Knowledge of legal documents and terminology for completing forms and reports.

Knowledge of purchasing procedures.

Knowledge of budgeting procedures.

Knowledge of payroll processing procedures.

Knowledge of computer programs or format required for use with various types of data.

Knowledge of business relations is needed to exchange information and coordinate work with others.

Knowledge of standard bookkeeping and basic accounting principles and procedures.

Skill in operating word processing equipment (e.g., electric typewriter, or desk-top computer).

Skill in accurately making cash transactions to include making change for cash payments.

Skill in using calculators to perform math operations.

Skill in entering numerical or coded data into computer using keyboard operations.

Ability to utilize computer software to perform complex spreadsheets, forms and reports.

Ability to manage time to complete multiple tasks/projects.

Ability to perform simple math or arithmetic calculations (adding, subtracting, multiplying, dividing) as needed to calculate totals and reconcile balances.

Ability to communicate orally.

Ability to communicate in writing, includes grammar, spelling, and punctuation.

Ability to read and comprehend.

Ability to maintain confidentiality.

Ability to plan and organize various department functions.

Ability to demonstrate effective customer service to the public.

Ability to locate documents and file documents in an appropriate location

Ability to use a variety of sources to research information to complete a project or file.

Ability to work without close supervision.

Ability to combine information from multiple sources into a final report.

Ability to plan and conduct multiple activities within a specified time frame to ensure department goals or deadlines are met.

Ability to read and comprehend simple instructions or information, such as work orders, work assignments, electronic device instructions or descriptive material on containers.

Ability to explain insurance plan, retirement plan coverage, employee benefits and policies to others.

Ability to maintain complex clerical records and prepare reports for such records.

Ability to negotiate priorities with individuals in the organization.

Ability to conduct clerical duties with efficient speed and accuracy in performing all duties.

Ability to detect errors or discrepancies in the entry of records, data, or other log entries.

Ability to maintain attention and efficient pace of work activities when performing repetitive tasks or when confronted by distractions, competing requirements or people

Ability to process large sums of money and make a variety of cost computations.

Ability to accurately recognize and recall a series of numbers (e.g., telephone numbers, zip codes or account codes).

Ability to detect errors in grammar or punctuation or omissions through proofing letters, reports forms, table, or codes.

 

Ability to adjust project schedules or work assignments in response to changes in conditions or priorities.

Ability to schedule and manage job activities, i.e., to set activity priorities, sequence, and to maintain time perspectives.

Ability to maintain or project a positive image in face-to-face conversations as well as in telephone conversations.

Ability to calmly, politely and firmly handle unsolicited communications from all individuals.

Ability to tactfully answer customer or employee questions, suggestions or complaints.

Ability to work effectively with others in close or stressful situations.

Ability to read and comprehend professional journals and legal publications and to apply concepts, policies and procedures to work activities.

Ability to coordinate work with co-workers through conversation/discussion where effectiveness depends on understanding others.

Ability to explain and demonstrate work procedures to others.