Title: Administrative Assistant
Department: Metropolitan Planning Updated: 01/2018
Division: Metroplolitan Planning FLSA Status: Non-Exempt
Bargaining Unit: AFSCME 1089 Wage Range: Not Available
POSITION SUMMARY:

To perform responsible secretarial, and record keeping activities which may involve: assembling agenda packets; taking and transcribing minutes at meetings; receiving funds; preparing checks or receipts; maintaining ledgers, mailing lists, journals or other records; prepare reports; answer phones; perform public contacts; perform related secretarial tasks; work some evenings; and perform routine administrative matters independently as required.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·         Take minutes at meetings, transcription, compose letters and memoranda, type reports.

·         Assemble financial data and prepare records, reports, agenda packets and mass mailings.

·         Maintain files (filing both electronically and hard copies) and records; arrange appointments, schedules, meetings and conferences.

·         Attend meetings (some in the evenings), take minutes at meetings and transcribe minutes.

·         Become knowledgeable of the Open Meetings Act and some knowledge in Roberts Rules of Order.

·         Input payroll in the County’s payroll network.

·         Open, date, and distribute mail, receipt in monies received, make deposits.

·         Maintain various mailing lists.

·         Work with the public, answer phones, and answer questions related to work in the department.

·         Schedule and set up rooms for meetings and conferences and be available for those meetings and conferences (some in the evening).

·         Work with Word, Excel, Outlook, Publisher, and other computer software programs.

  • First line customer service contact; act as a receptionist in greeting and directing the public.
  • Answer phones, provide information, and properly route calls
  • Answer inquiries requiring knowledge of organizational rules and regulations.
  • Opening, sorting, categorizing all incoming information and mail; ensure delivery to the appropriate individual in a timely fashion.
  • Schedule appointments, arrange meetings, schedule rooms and resources as necessary, including but not limited to: Motor Pool vehicles and conference rooms.
  • Writing miscellaneous letters and proclamations.
  • Duplicating, filing, recording and logging of data.
  • Comply with all safety rules and regulations and County policies.
  • Data input and retrieval with speed and accuracy.
  • Ordering and maintaining office and operating supplies and equipment; distribute as needed.
  • Prepare vouchers, requisitions, reports and reconciliations.
  • File, photocopy, scan, type, and email various documents.
  • Maintain records, files and various database programs.
  • Maintain records and correspondence for various boards/committee appointments. 
  • Perform miscellaneous clerical duties related to office management.
  • Liaison between department and other offices as required.
  • Compile and distribute Board of Commissioner agendas, correspondence, etc.
  • Relieve managers of detailed office work.
  • Research and compile statistical data and prepare departmental reports.
  • Create and maintain department forms and documents.
  • Maintain department social media sites for informational purposes and for the promotion of programs and services.

·         Other duties as assigned.

SUPERVISION RECEIVED:

This work is performed under general supervision of the Director.

SUPERVISORY RESPONSIBILITIES:

N/A

EXPERIENCE, SKILLS, EDUCATION:

·         Possess high school diploma from accredited high school, including or supplemented by course study in business practices and modern office technology

·         Two or more years of experience in performing responsible administrative work and office management.

·         Associates Degree is preferred.

·         Possess a minimum of two or more years of experience in customer service and relations and in taking and transcribing minutes at meetings.

·         Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes.  Proficient in accounting software, i.e. Bi-Tech or One Solution. Ability to reconcile financial reports or records; process department payroll; prepare and reconciled journal entries; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.         

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.    

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.                       

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:

·         Ability to demonstrate predictable, reliable, and timely attendance.                

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.              

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.                                                                        

·         Ability to use discretion and maintain sensitive and confidential information.     

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                             

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

·         Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.      

CONDITIONS OF EMPLOYMENT:
  • Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
  • Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Normal office hours are from 8:00 a.m. through 4:30 p.m. but may occasionally include overtime, evenings or weekends.

·         Generally works in a normal office environment. 

·         The noise level in the work environment is low/moderate with few interruptions.

 

 

 

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.


AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

 

 

It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.