Administrative Assistant - Intermediate

JOB DESCRIPTION:  The purpose of this position is to provide secretarial and clerical support to the Collector and other department staff. This position acts under the supervision of the St. Charles County Collector.

• Relieves Collector and other department staff of administrative details.
• Provides principal clerical support for Collector and other staff.
• Greets, screens, and assists all visitors to the department.
• Answers, screens, and directs telephone calls as necessary.
• Opens, reviews, and distributes mail. Responds to routine written correspondence.
• Prepares requisitions, invoices, and purchase orders as required. Maintains necessary computer files in order to track budget expenditures.
• Prepares correspondence, memoranda, reports, confidential reports, information flyers, and other documents as necessary for the Collector and management staff.
• Establishes and maintains office filing system. Maintains department records. Files and distributes internal documents.
• Maintains inventories of department office supplies and equipment.
• Requisitions office supplies as needed.
• Ensures routine and preventative maintenance is performed on office equipment.
• Tracks department personnel records and serves as department payroll clerk.
• Records and documents minutes of management team meetings.
• Manages Collector Department email by responding to messages and forwarding to other staff and/or departments as appropriate.
• Coordinates training for members of department.
• Utilizes Microsoft suite of products including Outlook, Word, and Excel and specialized software packages.
• Acts as office liaison with Facilities for room reservations, maintenance and repair requests, and more.
• Serves as Office Historian documenting significant dates, activities, system outages, annual bill mailing dates, new program implementation dates, annual Tax Sale dates, etc.
• Revises, interprets and implements department policy and procedures documents.
• Prepares conference and travel arrangements, as needed, and schedules meetings and reservations.
• Leads and coordinates special projects and provides other support to the department.
• Performs other duties as assigned.