Job Summary

Under basic supervision, the Administrative Assistant performs a variety of clerical duties in support of department administrators, supervisors, and staff. Provides customer service and assistance to department visitors and callers.

Job Responsibilities

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

Provides administrative to assigned administrative staff; maintains appointment calendars and schedules meetings; sets up meeting locations and prepares appropriate materials.

Performs a variety of basic accounting functions; processes bi-weekly claims; reconciles purchasing card by matching receipts to the statement; tracks budgetary line items and reconciles with monthly budgetary statements.

Collects, compiles, and processes bi-weekly payroll to ensure accurate records and classification of hours; works with supervisory staff to as needed to verify accuracy and clarify questions; prepares periodic reports.

Prepares, composes, and types from rough draft forms of divisional communications and records to include correspondence, meeting minutes, memorandums, reports, and other documents.

Assists in the scheduling of tours, training programs, and travel and housing arrangements for communications personnel.

Answers and screens phone calls; takes messages and redirects calls to appropriate sources for assistance; provides basic information as appropriate.

Collects, reviews, and processes a variety of forms and documents; maintains accurate physical and electronic filing systems.

Maintains inventory of office supplies and places orders as necessary.

Monitors office equipment to ensure proper working order and schedules maintenance or repairs as needed.

Demonstrates the ability to exemplify, by his/her actions, the County PRIDE philosophy.

Performs related duties as assigned.

Standards for Initial Consideration

Education, Training, and Experience Guidelines:
High school diploma or GED equivalent; AND two (2) years of customer service or clerical experience; OR an equivalent combination of education, training, and experience.

Knowledge of:
Applicable local, State, and Federal laws, codes, regulations, and ordinances.

General office policies, procedures, and equipment.

Proper grammar, spelling, and punctuation.

Customer service principles, practices, and etiquette.

Records maintenance and retention policies and procedures.

Skill in:
Typing and entering data with speed and accuracy.

Setting priorities and multitasking to meet deadlines.

Completing basic mathematical calculations.

Maintaining accurate records, documentation, and filing systems.

Operating a computer proficiently including standard software and some specialized software.

Establishing and maintaining cooperative working relationships.

Communicating effectively verbally and in writing.

Supplemental Information

License and Certification Requirements
None.

Physical Demands and Working Environment:
Work is performed in a standard office environment.

Benefits

The following is a summary of benefits provided to non-union County employees. Benefits for employees covered under a collective bargaining agreement may vary somewhat depending on specific contract provisions.

• Scott County Employment Benefits