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Form of workThis is a new position to support the growing operations of the Commissioner's Office! We are looking for a responsible administrative professional to join our team and fill this important role. Under general direction of the County Administrator, the Assistant Clerk/Administrative Assistant provides front desk reception duties and performs a variety of administrative and clerical tasks (e.g. general clerical work, special projects, inventory, calendar maintenance, meeting room requests/reservations, etc.) in support of office personnel and operations. Provides advanced level administrative support to the Facilities Manager, and serves as the primary back-up for the Clerk to the Board.
We are looking for someone with a positive attitude, professional demeanor, and outstanding administrative skills to join our team. Attention to detail, multi-tasking and organization abilities are just a few of the key skills essential for success in this role. If you meet the requirements below and have a passion for clerical work, customer service, and teamwork, we want to hear from you! Completion of secondary education or equivalent (high school diploma or GED); Associate's Degree in business administration, management or related field preferred; minimum of two (2) years' experience in performance of advanced clerical tasks and administrative support, basic accounting; ability to work quickly and accurately; or any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities. Must have excellent interpersonal, organizational, communication skills and the ability to multi-task. Selected individual must also be capable of passing a comprehensive pre-employment background investigation.
LICENSURE OR CERTIFICATION REQUIREMENTS:
Must possess ability to obtain Notary Public or ability to obtain within six (6) months.
EQUIPMENT OPERATED: The following are examples only and are not intended to be all inclusive:
Personal computer, computer software (e.g., Microsoft Office 365, PowerPoint, Outlook, Word, Excel, and other applicable computer software), printer, scanner, copy machine, calculator, fax machine, mail machine, and other standard business office equipment.
INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS:
The employee has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); works in and around crowds; may have contact with emotional or distraught people; may be required to work irregular hours; occasionally required to stand, walk, stoop, kneel, crouch, or crawl on even and uneven surfaces; occasionally required to lift, carry, push, or pull objects 25 1bs. or less.
Note: In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered sedentary work.
(2) Provides administrative and clerical support (e.g., composes correspondence, compiles and prepares reports, etc.) in support of office operations; completes special administrative or confidential projects as requested; prepares a variety of complex detailed, technical, confidential, and/or routine material; handles express mail; prepares batch mailings for office and secures postage; notarizes documents; maintains files (e.g. contracts, general files, leases, ditch repairs, annexations, etc.) and prepares labels; maintains office supply inventory; prepares and maintains capital asset inventory; updates and maintains departmental information and vehicle/equipment listing; processes vehicle titles in compliance with insurance requirements; prepares and maintains consumable inventory; prepares and disseminates memorandums and correspondence as directed; maintains and updates county web pages; reviews, revises and/or develops written policies and procedures for administrative duties; prepares reports and spreadsheets regarding the various business functions of the office; coordinates travel/lodging for Commissioners and staff.
(3) Assists Clerk to the Board in day-to-day duties and special projects (assists with bid openings, compiling meeting agendas, calendar maintenance, public notices and records requests, special mailings, etc.); cross-trained to perform all duties assigned to the Clerk to the Board in the absence of the Clerk to the Board, under the assistance of the County Administrator (e.g. carries out legislative functions; attends meetings and takes meeting minutes; assembles Board packets and correspondence; processes, prepares, types, and/or distributes resolutions, proclamations, contracts, agendas, agreements, and correspondence; etc.).
(4) Assists internal and external customers with meeting requests. Maintains schedules and serves as County contact for room/auditorium rental at various county buildings. Assists with rental agreements and special requests with The Avalon Theater. Coordinates corresponding event needs with Facilities Department (e.g. assigns and monitors work orders in Facility Dude to correspond with various events, etc.).
(5) Provides advanced clerical and administrative support to the Facilities Department (e.g., assists in maintaining calendars; screens guests and schedules meetings with appropriate staff members; assists in maintaining inventory of janitorial and maintenance supplies; etc.).
(6) Administers assigned grant programs (e.g., maintains accurate and timely records; receives, assesses, and tracks funding/payments; prepares reports; responds to inquiries and audits) and ensures all grants comply with state and federal requirements.
(7) Researches information and facts related to ditch assessments, annexations, contracts, purchasing, procurement, and other similar topics; assists with special projects; researches policies enacted by the Board.
(8) Cross-trained to perform bi-weekly payroll procedures for the Board of Commissioners' office, , in the absence of the Human Resources Assistant. Duties include processing payroll in Munis financial system; reconciling payroll reports; communicating with employees; ensuring adherence to established payroll procedures; assisting in updating leave accrual databases and reports; maintaining internal controls to safeguard payroll data and mitigate risk.
(9) Maintains required licensures and certification, if any.
(10) Meets all job safety requirements and all applicable safety standards that pertain to essential functions.
(11) Demonstrates regular and predictable attendance.
OTHER DUTIES AND RESPONSIBILITIES:
(12) Performs other related duties as assigned.
(13) Attends staff meetings as assigned.Knowledge of: *County, Department, and Division goals and objectives; *County, Department, and Division policies and procedures; *personnel rules and regulations; government structure and process; data processing techniques and procedures; office practices and procedures; Ohio Open Meetings Law; public records as defined by the Ohio Revised Code; public relations; customer service.
Skill in: computer operation; use of modern office equipment; answering routine telephone inquiries; mail machine; organization
Ability to: carry out simple instructions; deal with many variables and determine specific action; define problems, collect data, establish facts, and draw valid conclusions; develop and maintain effective working relationships; perform job safely; interpret a variety of instructions in written, oral, picture, or schedule form; read, copy, and record figures accurately; work efficiently; maintain accurate records; prepare accurate and concise reports and documents; multi-task; prioritize; exercise independent judgment and discretion; sort items into categories according to established methods; communicate effectively in oral and written form; maintain confidentiality; comprehend a variety of informational documents and reference information; handle sensitive inquiries from public and/or officials; calculate fractions, decimals and percentages; prepare routine correspondence; coordinate mass mailing projects; perform event scheduling and calendar maintenance; effectively use audio/visual equipment; keep track of supplies and inventory.
POSITIONS DIRECTLY SUPERVISED: NoneEmployment Type: Full-Time
