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HomeMy WebLinkAboutAdministrative Assistant - Auditor JEFFERSON COUNTY Job Description Job Title: Administrative Assistant Department: Auditor Reports To: Auditor FLSA Exempt: No Union: UFCW BBP: No Salary Level: Grade 24 Location: Courthouse Approved By: Human Resources Manager t Approved Date: July 2020 SUMMARY: Performs a variety of complex duties associated with general office administration; clerical and technical details; provides administrative support for the auditor and staff ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Performs as receptionist as required. Greet the public (customers/visitors) in person or over telephone, ascertains nature of business, may obtain routine information, and may provide standard information as to published records or specified directories. May include answering all incoming telephone lines of department and routing calls to appropriate extensions. Researches, composes and/or prepares correspondence, reports, documents, notifications and memos from standard layouts and formats, using judgment and inserting own contents as authorized and required. May require the selection and use of specialized formats. Indexes and files correspondence, reports, and other materials according to a prescribed manner. Performs simple classification of material when proper classification is not immediately discernible. Posts data to and maintains various departmental, fiscal, and other records, sometimes requiring discretion as to proper procedure to use. Searches and compiles reports and tabulations from such records. Assists in the planning and developing of methods, layouts, arrangement, filing systems, and other details of the secretarial functions as directed or requested. Assists with functions in the Auditor's Office including accounting, elections, licensing, payroll and recording. Supervises DOL licensing activities. Performs all phases of recording and filing of official documents. Supervises microfilming activities of official records. Processes marriage applications and marriage contracts. Jefferson County Job Description: Auditor-Administrative Assistant Page 2 of 4 Assists in all County election processes including special,primary and general elections. Assists with voter registration maintenance. Orders office supplies and conducts annual inventory. SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities. COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the following: Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures. Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Project Management - Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities. Technical Skills - Pursues training and development opportunities; Shares expertise with others. Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills - Maintains confidentiality; Keeps emotions under control. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information. Teamwork- Balances team and individual responsibilities; Contributes to building a positive team spirit; Supports everyone's efforts to succeed. Cost Consciousness - Works within approved budget; Conserves organizational resources. Diversity - Demonstrates knowledge of EEO policy. Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support- Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Planning/Organizing-Prioritize and plans work activities; Uses time efficiently. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Follows through on commitments. Quality - Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality. Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly. Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability -Adapts to changes in the work environment; manages competing demands; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Jefferson County Job Description: Auditor-Administrative Assistant Page 3 of 4 Dependability - Follows instructions,responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. Initiative-Asks for and offers help when needed. Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED) supplemented by clerical and secretarial training as well as five (5)years' experience in progressively responsible clerical positions including two (2) years' experience as an Administrative Clerk II; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. COMPUTER SKILLS To perform this job successfully, an individual should have knowledge of database software; internet software; Excel spreadsheet software and WORD word processing software. CERTIFICATES, LICENSES,REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE, SKILLS AND ABILITIES Knowledge of business, secretarial and clerical procedures, formats, vocabulary, voucher procedures and technicalities associated with the department to perform specialized duties such as basic accounting, reception, cashier and file/records clerk. Jefferson County Job Description: Auditor-Administrative Assistant Page 4 of 4 Ability to use any specialized office equipment, such as a personal computer and peripheral computer equipment, cash register, 10-key calculator, typewriter, microfilm machine, reader/printer, ballot counter, and other standard office equipment. Ability to contact the State Department of Licensing and the Secretary of State to consult on complex matters, as well as the general public and/or employees outside immediate work area to exchange information that is usually routine in nature. Knowledge of departmental procedures, including educational background on applicable laws of the Department of Licensing and Secretary of State (Elections), as well as County procedures. Must possess a professional attitude, diplomacy,patience, tact and understanding when dealing with the public. Ability to exchange routine information with other employees, the public, and outside agencies while maintaining effective and harmonious relations. Knowledge of time management and organizational skills and be able to function under conditions of frequent interruptions, high stress and crowded surroundings. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER This position is not part of a Career Ladder.