Administrative Assistant Ii - C&Y

COUNTY OF BUCKS

POSITION SUMMARY:

The Administrative Assistant II position reports to the Children & Youth Agency Director, Deputy Director, Fiscal Operations Officer 3, and Fiscal Operations Officer 2. The Administrative Assistant II provides routine daily administrative assistance as well as supports complex County and State processes and initiatives. This position requires both a broad understanding of the Agency and an ability to learn specific daily operational administrative support tasks across the various Agency divisions from Screening/Intake through Foster Care/Adoption. The Administrative Assistant II position conducts independent research as requested by administrative and supervisory staff, assists in the development of Agency policies and procedures, manages complex documentation, utilizes data to track and trend information, develop reports, supports departmental projects/outcomes, and analyzes operations/makes recommendations regarding departmental workflow processes. This position routinely interfaces with the public and external professional/governmental entities with whom the Agency has relationships. The Administrative Assistant II position requires an individual to possess self-initiative, have the ability to think independently, have strong organizational skills, be detail oriented, competently manipulate computer applications, and demonstrate strong internal/external customer service skills and professionalism. This staff member must maintain the utmost confidentiality as the position requires the ability to handle confidential information regarding Agency personnel and operations. The Administrative Assistant will also Assists Director and Asst. Director in managing complex functioning and interaction of Human Resources/Personnel tasks within Bucks County Children and Youth Social Services Agency. These tasks provide information required to process pre-employment, current employment and post-employment information for the agency. To meet such requirements, the Administrative Assistant II will assist and keep in close communication with the Bucks County Human Resources Dept. who will follow Merit Hire requirements. Frequent contact with Children & Youth staff to provide them with information and to acquire needed information from them.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Assist Director/Asst. Director when needed with administrative support, maintain all documentation.
• Enter data and provide document management including formatting, typing of letters/contracts/proposals, filing, copying scanning and mailing of documents as required.
• Create agendas, attend meetings, and prepare minutes as requested.
• Schedule meetings (Manager’s, Supervisor’s, and all-staff), reserve meeting rooms, manage RSVP’s, update administrator’s calendars, and coordinate conference calls as needed.
• Maintain Child Welfare Education for Leadership (CWEL) records, interface with University of Pittsburgh representatives in processing contracts for staff applying for Master of Social Work degree through CWEL, complete paperwork for County Commissioner signatures, and keep records of applicants/graduates.
• Prepare and maintain paperwork for Agency licensure through Southeast Regional Office of Children, Youth & Families.
• Obtain and manipulate data to create and maintain reports requiring tables/charts as needed.
• Observe and analyze operational procedures and make recommendations in the development and refinement of Agency procedures for greater efficiency.
• Assist Agency Advisory Board in scheduling meetings, maintaining, updating and distributing member contact information.
• Assist Director in completion of Salary Board submissions for new, updated, and deletion of positions.
• Assist with preparation and distribution of annual State Needs Based and County Budgets.
• Complete and send letters to vendors guaranteeing payment for services to Agency clients.
• Track and prepare timesheets for administrative staff.
• Oversee and/or process personnel actions in Lawson, the County employee data base system, for an employee complement of 212. This would include employee status changes, updates, salary increases, new hires, separations, job requisitions, etc.
• Oversee and/or process departments orientation documentation which is the New Hire Packet – maintain, update, ensure new employees receive copy of New Hire Packet
• Communicate with PSSU Business Agent with correspondence regarding personnel changes
• Assist staff and maintain records for Leave of Absence and Workers Compensation
• Assist Management by overseeing and/or setting up interviews for open positions
• Oversee and/or process reference checks on potential new hires and background checks
• Oversee and/or process 3 clearances needed for employment at BCCYSSA; keep record of these clearances on all current staff which is audited at State Inspection annually to meet State requirements
• Oversee and/or process schedule for updates of clearances on current staff based on Child Protective Services Law Requirements, remind staff to complete updated clearances when needed
• Oversee and/or process employee performance evaluations from probationary to annual schedule and remind supervisors of evaluations due. Maintain data base for record keeping of performance evaluations.
• Maintenance of staff mailboxes
• Maintenance of employee files at C&Y which are reviewed at State Annual Inspection
• Comply with County Merit System in coordination with Human Resources Dept, including job description adjustments.
• Assist Director in completion of Salary Board submissions for new, update, deletion of positions.
• Oversee and/or process incoming student interns (approval process, clearances, orientation, etc.). Maintain records of previous and new interns.
• Oversee Student Intern Listing of Internal/External internships being served
• Oversee staff that may process/assist in process of any of above listed duties
• Communicate with payroll staff re: employee status
• Communicate with fiscal staff any employee information needed for State Reports ie: staff listing, names, salaries, etc.
• Oversee and/or keep record of BCCYSSA staff information ie: name, address, position information, salaries, phone numbers, supervisor, etc. and enter updates as needed in a BCCYSSA database.
• Answer phones, greet visitors, and assist with operation of admin. office as needed
• Performs other duties as assigned

QUALIFICATIONS REQUIRED:

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.

• High School Diploma or equivalent.
• One year of experience as a staff assistant to an administrative officer providing administrative support responsibilities, or as a technician in a staff service of a large organization; and such training as may have been gained through graduation from a four year college or university; or any equivalent combination of experience and training.
• Requires an understanding of various personnel and/or fiscal and word-processing applications as well as information systems, including their capabilities and limitations.
• Ability to carry out staff assignments requiring organization of material and development of procedures without direct supervision.
• Ability to develop sound operational procedures on basis of studies and analyses.
• Ability to speak and write effectively.
• Ability to establish and maintain effective working relationships with administrative officials, staff, outside governmental agencies and general public.
• Ability to maintain confidentiality.

Job Details