Administrative Assistant Student Internship

This posting will close at 5:00PM on the close date.

Hiring for a Full-Time, Seasonal Position 

Administrative Assistant supports the Human Resource Department with the annual Student Internship Program by performing a wide variety of complex and confidential administrative duties and support functions.

This position will help alleviate the demand of the Student Internship Program by performing a wide variety of high-level administrative support functions, including but not limited to:

• Assist with HR compliance related items.
• Assist with the coordination of events and orientations. Coordinate or assist with other office or department activities as requested.
• Manage communication with interns, including email correspondence and scheduling,
• Maintain accurate and organized records of internship applications and participant information.
• Support the development of program materials, including handouts and informational resources.
• Assist in tracking and reporting program metrics and outcomes.
• Prepare and maintain a variety of files and records related to the departments supported; ensure accurate records and files are maintained.
• Plan and prioritize assignments and Manage information flow in a timely and accurate manner.
• Examine and or compose reports based on research Review and evaluate other materials to determine action needed or if additional information is needed.
• Liaison with students and the HR Department.
• Answer phone calls, email, and take messages if necessary and route messages and/or information to the appropriate personnel.
• Order and maintain office supplies, equipment, and related inventories.
• Monitor critical action items and ensure that the SR. HR Administrator or department head are briefed and have the necessary information to address items.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Distribute information as needed.
• Responsible for knowing and abiding by all department and County policies and procedures.
• Assist all parties with troubleshooting.
• Responsible for maintaining confidentiality in all matters.

ADDITIONAL DUTIES.

May provide back-up support for the County Manager's administrative support staff. Performs other related duties as assigned.

Education. High school diploma or equivalent.

Experience. Five (5) years full time-time experience in increasingly responsible administrative, accounting, budgeting, or support services experience. Bilingual (English/Spanish) preferred.

Education/Experience In accordance with County policy

Licenses/Certifications. Valid driver's Must maintain an acceptable driving record in accordance with policy.

Other (e.g., post-offer medical exam, polygraph, background check, driver's license record, etc.). Must pass a background check. Must pass driver’s license record check.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Must have knowledge of:

• Principles and practices of administration.
• Administrative research methods, techniques, and methods of report presentation.
• Established Policies, Ordinances, Resolutions and state and federal laws.
• Principles and procedures of budget preparation, control, financial record keeping and reporting.
• Business correspondence standards including English grammar, formatting, basic mathematics, spelling and punctuation.
• Computer software; proficient in Microsoft Office and Adobe.

Must have the ability to:

• Maintain confidentiality and demonstrate the appropriate level of discretion as it relates to sensitive and confidential matters.
• Use considerable tact, discretion, professionalism, and independent judgment.
• Provide excellent customer service including the handling of sensitive and/or delicate public relations situations with an appropriate tact, diplomacy, and customer service.
• Be productive and efficient under varying volumes of workload and shifting priorities.
• Communicate orally in the English language with customers, clients, and the public in face-to-face, one-on-one settings, in group settings, and using a telephone.
• Produce written documents in the English language with clearly organized thoughts, with proper sentence construction, punctuation, and grammar.
• Comprehend and make inferences from written material in the English language.
• Work under pressure (i.e., handling significant problems and tasks which come up simultaneously and/or unexpectedly).
• Develop professional relationships and work cooperatively with various constituencies including Elected Officials, County employees, and the public.

Must be skilled in:

• Exercising independent judgement in various situations to determine appropriate action.
• Fact-finding, problem analysis, problem resolution and development of action plans to solve problems.
• Communicating effectively (orally and in writing).
• Planning, organizing work and meeting deadlines.
• Prioritizing projects and assignments.
• Attention to Excellent writing, proof reading, and editing skills.
• Adapting to changing situations in a flexible manner.