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HomeMy WebLinkAboutCentral Services Administrative Assistant JEFFERSON COUNTY Job Description Job Title: Administrative Assistant Department: Central Services Reports To: Director of Central Services FLSA Exempt: No HIPAA: Level 4 Union: Teamsters BBP: No Salary Level: See Union Contract Location: Courthouse , - Approved By: Human Resources Manager Approved Date: November 2020 0 SUMMARY Performs a variety of duties in the area of general office administration including,organizing, planning, and carrying out administrative support to the Department,performing bookkeeping functions and provides support of project management activities within the department, by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Coordinates departmental payroll processing, including processing of timesheets and necessary personnel action forms,and the associated data entry. Maintains confidential Departmental employee records and files for management. Coordinates departmental payables processing including the associated data entry. Takes utility meter readings at various buildings. Responds to vendor inquiries. Maintains appropriate project accounting records and produces various reports for management and staff use. Invoices County departments for internal service charges resulting from Facilities Management operations, Information Services operations,and special grant services. Deposits associated revenues with the County Treasurer. Prepares the cost allocation and cost recovery calculations and makes recommendations to management regarding internal charge rates. Invoices external organizations for rental charges resulting from the leasing of County facilities. Deposits associated revenues with the County Treasurer. Prepares leases for management review; monitors facility leases, lease rates, and payments to assure that all payments are being made on a timely, accurate basis. Pays invoices from external organizations for rental charges resulting from the leasing of facilities owned by organizations. Monitors facility leases, lease rates, and payments to assure that all payments are being made on a timely, accurate basis. Provides administrative expertise in County bid policies and practices. Prepares project files,assists in contract development, assists in the preparation of bid or RFP documents, prepares legal notices, and assists in project closeout. Maintains department files for contracts,bid documents, and legal notices. Performs research for the Central Services Director and other staff members regarding budgets, cost allocation, revenues, expenses, etc. Jefferson County Job Description: Central Services-Administrative Assistant Page 2 of 4 May serve on various committees as the department representative. Maintains record keeping systems for building key inventory; retrieves and distributes keys to and from individuals as required. Maintains record keeping systems for emergency contact lists. SUPERVISORY RESPONSIBILITIES No supervisory responsibilities. COMPETENCIES-To perform the job successfully,an individual should demonstrate competency in the following: Professionalism -Approaches others in a tactful manner; reacts well under pressure;treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments. 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; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events. Problem Solving- Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics. 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-Focuses on solving conflict,not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to other's ideas and tries new things. Technical Skills-Pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. Cost Consciousness-Works within approved budget; conserves organizational resources. 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. Quality- Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. Quantity-Meets productivity standards; completes work in a timely manner; strives to increase productivity; works quickly. Attendance/Punctuality- Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time. 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. MINIUM 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. Jefferson County Job Description: Central Services-Administrative Assistant Page 3 of 4 EDUCATION and/or EXPERIENCE High School diploma or general education degree(GED)and six(6)years administrative experience with a minimum of two(2)years in a Level II Administration position; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read,analyze, and interpret documents such as ordinances, statutes, software documentation,and various computer programming languages. Ability to communicate effectively verbally. MATHEMATICAL SKILLS Ability to add, subtract, multiply,and divide in all units of measure, using whole numbers, common fractions, and decimals.Ability to compute and apply percentages,ratios,and proportions to practical situations; ability to prepare and interpret graphs. Ability to compute rates, discounts, and interest and present them graphically. Ability to compute the area, circumference,diameter,and volume for various objects. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized and non-standardized situations. COMPUTER SKILLS: To perform this job successfully, an individual should have knowledge of ACCESS Database software; EXPLORER Internet software; EXCEL Spreadsheet software and WORD Word Processing software. OTHER KNOWELDGE,SKILLS AND ABILITIES Knowledge of county administrative policies and practices. Must have proven clerical and administrative support experience. Must maintain confidentiality for all sensitive matters. CERTIFICATES,LICENSES,REGISTRATIONS Valid Washington State Driver's license. Must pass a thorough background investigation which includes being fingerprinted. 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 stand; walk; sit; use hands to finger, handle, for feel objects,tools,or controls; and to talk or hear. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop,kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision,peripheral vision, depth perception and ability to adjust focus. Jefferson County Job Description: Central Services-Administrative Assistant Page 4 of 4 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 loud. CAREER LADDER/SKILL BAND POSITION This position is part of the Administrative Skill Band.