Administrative Assistant

Salary : $39,959.00 - $44,054.00 Annually
Location : Tyler, TX
Job Type: Full-Time
Job Number: 00455
Department: Commissioners Court
Opening Date: 12/08/2023
Summary/Objective
The Administrative Assistant performs a variety of clerical and administrative duties in support of Commissioners Court. This position is responsible for greeting the public, data entry, booking appointments, answering customer calls and queries, managing schedules, handling business correspondence, assisting in office supply inventory, and offering office support to the court and staff.
Duties and Responsibilities

• Performs research and compiles data for special projects or reports. Creates and maintains various computerized files. Initiates emails and faxes. Makes copies.
• Assists the public by answering inquiries about county projects and developments. Receives and answers questions over the phone, through email or in person.
• Assists in managing the database for boards and committee appointments, ensures accurate and complete documentation, sends letters of appointment, and maintains paper and electronic files for Commissioners Court records.
• Acts as liaison between Commissioners Court and county departments' staff with state agencies, such as TCEQ.
• Answers questions from public and staff/Elected Officials regarding building usage requests, processes forms and payments, notarizes forms, schedules calendar for building use, and creates Agenda placements for building usage requests.
• Schedules appointments, organizes and manages calendars and activities for Commissioners Court.
• Coordinates all registration and travel arrangements for commissioners conferences, including hotel reservations and travel packets.
• Manages the Commissioner Court budget for the department. Determines appropriate spending, amends budget and oversees budget compliance.
• Handles purchase requisitions. Monitors and approves departmental expenditures. Approves receipt of goods for payment. Maintains records of payment and receipts.
• Assists with Commissioners Court AgendaQuick software. Assists in generating and distributing Agenda. Prepares agenda placements, memos and back-up materials for Commissioners Court.
• Assists in the creation and editing of written, video, and photo content.
• Assists in creating videos, graphics, PowerPoint presentations and social media posts for marketing the County and getting out information to the media and the public.
• Assists in responding to media inquiries.
• Prepares office correspondence on behalf of office staff, assuming responsibility for accuracy and professionalism.
• Maintains office supply inventories by coordinating with each department supervisor and preparing necessary paperwork.
• Submits the department payroll.
• Receives, processes and distributes mail to appropriate department or employee.
• Serves as office support and back-up to County Judge's Office and Commissioners Offices.
• Assist with agenda packet
• Performs other duties as assigned.

Required Skills and Abilities

• Must have extraordinary customer service and team member relations.
• Ability to possess interpersonal skills and work effectively with others.
• Ability to possess strong communication skills and maintain a high level of professionalism and customer service.
• Ability to multi-task and maintain focus.
• Proficiency with video and photo editing tools, digital media formats and HTML.
• Requires regular and punctual attendance.
• Requires ability to maintain confidentiality.
• Requires considerable knowledge of modern office practices, procedures, equipment and standard clerical techniques.
• Requires considerable knowledge of the nature and content of a variety of documents processed within the department.
• Requires considerable knowledge of the state Open Records law.
• Requires ability to research program documents and narrative materials, and to compile reports from information gathered.
• Requires the ability to manage and make recommendations to the budget.

Education and Experience

• College education and/or relevant technical training may be substituted for work experience.
• Two (2) years of administrative, clerical support, customer service or related experience.
• Experience in video, graphic arts and social media creations is preferred but not required.

HOLIDAYS
Smith County employees enjoy 12 holidays a year. These are:

• New Year's Day
• Martin Luther King Jr. Day
• President's Day
• Good Friday
• Memorial Day
• Juneteenth Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving
• Christmas
• Administrative Day (Employee's Choice)

Each year, Commissioner's Court sets the official holiday schedule.
VACATION LEAVE
1 day earned per month (12 days per year). After 5 years of service, 1 1/4 days earned per month (15 per year). After 10 years service, 1 1/2 days earned per month (18 per year).
SICK LEAVE
1 day given per month. Allowed to accrue maximum of 80 days.
SICK LEAVE POOL
Smith County has established a Sick Leave Pool on a voluntary, contributory basis.
MILITARY LEAVE
Granted up to 15 calendar days per year.
ADMINISTRATIVE LEAVE
Unpaid leave may be granted by Department Head for up to 60 days (over 60 days requires Commissioners Court approval) for purposes of:
(1) education that may contribute to the benefit of the County,
(2) public service assignment,
(3) attending to important personal business.
CITIZENSHIP LEAVE
Provides that employees receive normal pay during period called for jury duty which includes both the jury selection process and, if selected, the time the employee actually spends serving on the jury; serving as a subpoenaed witness; and for the purpose of voting.
FAMILY AND MEDICAL LEAVE
Provides for up to 12 weeks of unpaid, job-protected leave to eligible employees for certain family and medical reasons during a 12-month period, and up to 26 weeks of unpaid leave in a single 12-month period to care for a covered service member with a serious injury or illness.
MEDICAL INSURANCE
Smith County offers a Preferred Provider Organization (PPO) plan to its employees and employees' eligible dependents. The plan is administered by The Health Plan.
DRUG CARD COVERAGE
Employee prescription costs are $10 Copay for Generic, $30 Copay* for Formulary Brand, $45 Copay* for Non-Formulary Brand. Mail service is available for maintenance prescriptions. 90-day max supply retail or mail order.
*Mandatory Generic - if generic is available, you will pay the difference between the generic drug and the Brand, plus the Brand copay.
DENTAL INSURANCE
Preventative checkups and cleaning (2 per year) at no cost to employee. Dental work after a $50 deductible per year (maximum of $150 per family) has maximum benefit of $2,000 per year per covered person. Basic services are covered at 80%, major services at 80% and orthodontics (up to age 19) at 50% up to $1,500 lifetime benefit.
LIFE INSURANCE
Up to $10,000 paid for by County. Additional supplemental coverage available at employee's expense.
ACCIDENTAL DEATH & DISMEMBERMENT INSURANCE
Furnished at no cost to employee. Pays 50% of life amount for loss of limb or eye; 100% for loss of 2 limbs or death due to an accident.
RETIREMENT
Employees are eligible to retire: after 20 years of service regardless of age, at age 60 with at least 8 years of service or when age plus service equals 75.
DEFERRED COMPENSATION
A payroll deduction savings plan which allows employees to contribute a portion of their salary before Federal taxes - to invest in a tax-favored supplemental retirement program.
For additional benefits information click on the link below:
https://www.smith-county.com/government/departments/human-resources/benefits