Administrative Assistant - Community Development

PURPOSE SUMMARY.  Plan, organize, coordinate, and perform a wide variety of complex and confidential administrative functions in support of the Community Development Department.

ESSENTIAL DUTIES.

1. Supervision

Make hiring, termination, and disciplinary recommendations.

Prioritize, plan, and assign work to staff.

Supervise, train, motivate, and develop staff.

Counsel, coach, and discipline staff and conduct performance evaluations.

Approve leave requests and oversee payroll timekeeping functions.

Assist in development and implementation of goals, objectives, and policies and procedures for the department.

2. Administrative Support

Apply considerable knowledge of county objectives and policies to compose correspondence, reports, spreadsheets, requisitions and documents for signature

Maintain accurate records and files, examine reports, responses, legislation or other material to determine action or additional information needed.

Coordinate the logistics for setting up meetings, and represent the department at meetings, as directed.

Schedule appointments and keep calendar of community and other meetings.

Coordinate arrangements for community meetings and notify the parties and take minutes.

Fulfill requests for all office supplies, equipment, and/or materials needed

Communicate and respond to inquiries in verbal and written form

Prepare and file official records such as notices, minutes, agendas, resolutions, and ordinances as assigned.

Prepare agenda and other presentation materials as directed.

Monitor and schedule janitorial, maintenance and repair of facilities and/or office equipment.

Maintain inventory of general office supplies and other items for staff.

May assist with researching grant programs and monitoring state and federal website for notice of funding availability.

May route various payroll and other HR Forms on behalf of personnel to the appropriate person.

Provide telephone and receptionist services.

Develop and maintain written protocols for administration procedures of the department such as purchasing, receiving, equipment repair, report preparation, department inventory, timekeeping, payroll, etc.

3. Process Purchase Orders

Prepare requisitions and process purchase orders.

Order items once purchase order is received.

Process invoices and received items.

Maintain records of purchases.

Create new requisitions to obtain purchase orders in accordance with proper filing system.

4. Coordinate Budget Related Functions

Function as the point of contact on department budget matters.

Prepare, examine and analyze accounting records of department or vendor to verify accuracy of figures and make necessary corrections or lists discrepancies for adjusting.

Prepare monthly revenue and expense reports.

Monitor expenditures and revenue. 

Oversee, coordinate, and monitor internal controls and process for general accounting functions.

Assist with coordinating department grant programs and serve as the point of contact for grant administration matters, if assigned.

5. Perform Timekeeping and Payroll Functions

Answer questions and provide advice to employees and supervisors on procedures related to pay and leave/accrual/usage.

Verify the accuracy of preliminary payroll and submit corrections as necessary.

Maintain leave requests and attendance records in accordance with proper records schedule.

ADDITIONAL DUTIES.  Other duties as assigned.

QUALIFICATIONS.

A. Education.  High school diploma or GED.

B. Experience. Five (5) years of experience performing advanced administrative support functions such as accounting, budgeting, bookkeeping and drafting correspondence by utilizing basic and specialized computer applications.  Two (2) years of supervisory experience preferred. 

C. Education/Experience substitution.  In accordance with County policy.

D. Licenses/Certifications. Valid driver’s license.  Must maintain a satisfactory driving record in accordance with County policy. Certified Administrative Professional (CAP) or Professional Administrative Certification of Excellence (PACE), or a comparable, industry-recognized administrative certification approved by the HR Director is preferred.

E. Other (e.g., post-offer medical exam, polygraph, background check, driver’s license record, etc.).  Must pass pre-employment background check and driving record check. 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Knowledge of:

Office procedure and practice.

Computer operation, including word processing, spreadsheet, and database program.

Administrative technique and organizational skill.

Filing and record keeping system.

Inventory control procedure.

Principle and procedure of budget preparation and control.

Financial record keeping and reporting.

Business English, spelling, grammar, punctuation, and basic arithmetic.

Skill in:

Apply technical writing skill.

Draft and prepare correspondence based on verbal and written instruction.

Ability to:

Exercise independent judgment in various situation.

Determine appropriate action based on circumstance.

Handle sensitive and confidential matter.

Work with a culturally diverse population.

Establish and maintain effective and cooperative working relationships with others.