Administrative Assistant - Planning & Inspections (Western Office)

General Statement of Duties
Performs intermediate, skilled administrative work providing administrative and technical support to department staff.
Distinguishing Features of the Class
An employee in this class assists the assigned department in completing administrative activities by performing a variety of administrative and technician functions. Work includes management of the department’s purchase functions, payment processing and billing, and compiling information to complete documents and reports. The employee will exercise independent judgment, discretion, and initiative in completing assignments and possess the ability to handle sensitive or confidential information. Work is performed under direct supervision of the department head or supervisor in the assigned department and is evaluated through observation, periodic conferences, the quality and effectiveness of work completed and public feedback.
Duties and Responsibilities
Essential Duties and Tasks

• Manages procurement card purchasing and allocation to the appropriate budget line; purchase orders; and travel reimbursement for the department.
• Collects and processes payments; reconciles payments.
• Prepares and maintains a variety of office files, reports, accounts, and other records.
• Reconciles invoices and facilities payment of bills.
• Handles sensitive and confidential information.
• Compiles information and prepares documents and reports.
• Processes forms or applications and enters data into computer system with limited oversight.
• Answers telephone for the department and routes calls, as necessary.
• Provides customer service by phone or in-person, as needed.
• Assists with scheduling of department personnel.
• Performs specialized departmental tasks and duties as assigned.

Additional Job Duties

• Performs related duties as required.

Recruitment and Selection Guidelines
Knowledge, Skills and Abilities

• Comprehensive knowledge of the organization and functions of the assigned department and of general administrative policies and practices.
• Thorough knowledge of standard office practices, procedures, equipment and office support techniques.
• Thorough knowledge of business English, spelling, and arithmetic.
• Thorough knowledge in operating standard office and computer equipment including ability to operate associated software.
• Ability to read, understand and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents.
• Ability to keep office records and to prepare accurate reports from file sources.
• Ability to perform and organize work independently.
• Ability to prepare effective correspondence on routine matters and to perform office management details without referral to supervisor.
• Ability to make arithmetic computations using whole numbers, fractions and decimals.
• Ability to compute rates, ratios, and percentages.
• Ability to understand and apply governmental accounting practices in maintenance of financial records.
• Ability to establish and maintain effective working relationships with associates, elected officials, other agencies, and the general public.

Physical Requirements

• Work frequently requires the exertion of up to 10 pounds of force and infrequently requires the exertion of up to 50 pounds of force.
• Work frequently requires sitting, speaking or hearing, using hands to finger, handle or feel and reaching with hands and arms, pushing or pulling and repetitive motions and regularly requires standing, walking, climbing or balancing, and stooping, kneeling, crouching or crawling.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word and detailed and loud talking to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound.
• Work requires preparing and analyzing written or computer data equipment and observing general surroundings and activities.
• Work may have exposure to blood borne pathogens, dependent on assigned department.
• Work is generally in a moderately noisy location (e.g. business office, light traffic).

Desirable Education and Experience
Graduation from high school and one to three years of experience in an office environment; or an equivalent combination of education and experience.
Additional Requirements
Work may require a driver’s license and specific certifications dependent on assigned department.
Carteret County
2022
Pay Grade: 63
FLSA: Non-Exempt