This position works directly with the Department Director
The ideal candidate will be able to interact with all levels of clientele and personel with respect and consideration. You must be able to multi-task, work well under pressure and be well versed in all aspects of Administrative duties- this includes, but is not limited to, accounts payable, procurement, agenda preparations, greeting and assisting the general public and meeting with dignitaries. The preferred candidate will possess the skills necessary to transition through the tasks seamlessly.
Under specific direction, performs skilled professional work assisting the Director in the operation, management. And planning of the organization and coordinating meetings and agendas. Work includes planning and coordinating the administrative and office support functions necessary for the efficient operation of the assigned Office or Department and serving as a liaison to the subordinate sections and outside agencies. May supervise clerical staff.
-Conveys directives, assignments, instructions, and other information from management to staff clearly and accurately, as directed .
-Works to find the best solutions to resolve administrative issues by monitoring workflow processes, noting trends, formulating projections, and making recommendations based on thorough analysis of technical and/or legal issues facing the organization.
-Administers office functions for the assigned Office or Department, including personnel actions, budget preparation, and records control.
-Assists in developing standard operating policies and procedures for the assigned Office or Department, monitors compliance with and the effectiveness of the established policies and procedures, interprets operating policies, and ensures that the Director is notified of new and revised County policies and procedures that may affect the department s operations.
-Coordinates the collection of information for reports, including attendance records, employee terminations, new hires, transfers, and budget expenditures and uses this information to prepare reports, draw conclusions, and to make recommendations for resolving administrative issues.
-Represents the assigned Office or Department in meetings with County officials, community interest groups, civic organizations, and other interested parties when requested, and answers questions related to and interprets policies, procedures, and department projects.
-Assists in annual budget preparation and monitors expenditures, as needed.
-Provides administrative assistance to the Director in personnel management, including interviewing and hiring applicants and disciplinary and performance evaluation procedures.
-Prepares and reviews agenda requests and ensures that supporting documentation is included.
-Responsible for procuring and maintaining necessary supplies, equipment, services, and/or facilities through appropriate means, including soliciting bids, preparing and approving contracts, and/or monitoring organizational needs.
-May be required to enter Facilities work orders, purchase orders, timesheets, Personnel Action System (PAS) documents, and other documentation for the department, as assigned
-May be required to monitor contracts and/or grants in order to ensure that contractors and/or County personnel are in compliance with established provisions and deadlines.
