Administrative Assistant
Sarpy County
Administrative Assistant - Human Services - Part Time
SALARY
$21.88 - $28.40 Hourly
LOCATION
Papillion, NE
JOB TYPE
Part-Time (20 TO 29 HOURS)
JOB NUMBER
01135
DEPARTMENT
Human Services
OPENING DATE
05/03/2024
CLOSING DATE
5/19/2024 11:59 PM Central
JOB OVERVIEW
Under the general supervision of the Human Services Director or designee, performs a variety of semi-skilled clerical, secretarial, bookkeeping, and administrative duties in support of departmental operations, requiring some responsibility and independent judgment.
ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES
Provide a wide range of administrative support within the Human Services Department, prioritizing the preservation and enforcement of confidentiality regarding sensitive information.
Manage and keep the departmental calendar current with appointments, meetings, and other scheduled events.
Respond to phone calls in a professional and courteous manner, collect and convey messages, direct callers to the appropriate party, and elevate issues to the Director when required.
Greet the public and address their inquiries, handle questions from employees, citizens, and other individuals, and refer them to the appropriate individuals or resources as needed.
Perform initial in-take interviews, both in person and by telephone, with parties to obtain information necessary to determine qualifications and eligibility for benefits and assistance per departmental guidelines.
Establish and maintain effective working relationships with clients, vendors, the public, county employees, elected officials, attorneys, law enforcement, judges and other agencies.
Receive and distribute incoming mail, while also handling the processing of outgoing mail.
Create flyers and other documents for departmental use.
Compose, type, and edit a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
Enter data into various systems ensuring accuracy and completion in a timely manner.
Maintain records and statistics relevant to departmental operations and metrics.
Establish and maintain filing systems, both computer based and physical documents.
Compile information for confidential files and data base, update and maintain on a continuous basis.
Organize, monitor, maintain, and procure department documents, materials, and supplies within budgetary guidelines.
Report to assigned worksite with regular, predictable, and consistent attendance.
Conduct research, review, verify, organize, and handle reimbursements for medical services provided by vendors to various entities such as the Corrections (Jail), Juvenile Justice Center, Board of Mental Health, as well as for the County's General Assistance Program (including expenses such as rent, utilities, non-food vouchers, cremation, etc.).
Peripheral Duties
Participate as a member of designated committees as directed. Execute additional tasks as instructed and delegated.
MINIMUM QUALIFICATIONS
Education and Experience
High school diploma or GED required.
Applicants must possess a minimum of two (2) years of verifiable work experience in an administrative or clerical role. Preference will be given to candidates with additional experience in public-facing roles, particularly in a receptionist capacity.
Necessary Knowledge, Skills and Abilities
Considerable knowledge of, and ability to apply, current office principles and techniques
Proficiency in standard office software, encompassing Microsoft Office applications (Email, Word, Excel, PowerPoint, Outlook, Teams), alongside familiarity with Zoom.
Knowledge of and abide by all applicable laws, ordinances, and department rules and regulations.
Capacity to acquire proficiency in specialized software and operating systems. Basic understanding of accounting or bookkeeping principles and practices.
Skill in and ability to perform duties with efficiency, thoroughness, accuracy, and attention to detail while managing frequent interruptions.
Demonstrable planning, organizing, and implementation skills
Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations Effectively engage and manage diverse clientele.
Ability to project a positive image and attitude
Ability to exercise discretion and independent judgment
Ability to communicate effectively, in English, both verbally and in writing
Ability to work well under pressure and navigate multiple deadlines
Ability to operate equipment including, but not limited to, a computer, multiline phone, calculator, copier, fax, and scanner
PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical requirements and work environment outlined here reflect those necessary for successful performance in this role. Reasonable accommodations can be provided to enable qualified individuals with disabilities to fulfill essential job functions. The job entails various physical activities, including regular periods of sitting, walking, occasional standing, bending, and reaching. The employee must have adequate hand-eye coordination and manual dexterity to handle equipment. Additionally, lifting, maneuvering, or moving objects up to 30 pounds may be required occasionally. Essential sensory capabilities include vision, hearing, and touch. Visual abilities, correctable to normal ranges, encompass close, distance, and color vision, as well as the ability to adjust focus. Communication skills entail the ability to verbally exchange information and accurately perceive information through hearing within normal ranges. The incumbent should maintain sustained concentration for extended periods. Tasks are generally conducted indoors within an office environment. The pace of work may become brisk when managing multiple clients, priorities, and time constraints. The noise level typically ranges from quiet to moderate.
Agency
Sarpy County
Address
1210 Golden Gate Drive
Papillion, Nebraska, 68046
Phone
402-593-4465
402-593-4487
Website
Administrative Assistant - Human Services - Part Time Supplemental Questionnaire
*QUESTION 1
How many years of related experience do you have?
Up to 2 years experience
2 years experience
3+ years experience
*QUESTION 2
Indicate your proficiency with Microsoft Office.
Beginning
Intermediate
Advanced
Professional
*QUESTION 3
Are you able to perform the essential functions of this position with or without accommodation?
Yes
No
*QUESTION 4
Are you able to meet the physical demands and work environment requirements of this job with or without accommodation?
Yes
No
QUESTION 5
This position requires the operation of a motor vehicle. Do you have a valid driver's license AND meet Sarpy County's 'acceptable driving standards' (see below for standards)? If you have had one or more of the following, you do NOT meet Sarpy County's acceptable driving standards and would not be eligible for employment. a) Three or more 'at fault' accidents in the last 3 years; or b) Five or more moving violations in the last 3 years; or c) Any combination of 'at fault accidents or moving violations totaling five or more in the last 3 years. d) A DUI/DWI conviction within the last 5 years along with a history of at fault accidents and/or moving violations
Yes
No
*QUESTION 6
Are you requesting Veterans Preference as stipulated in Nebraska Statutes § 48-225 to 48-231? Such preference includes initial employment or a return to employment with the State of Nebraska or its governmental subdivisions if termination of previous employment was for other than disciplinary reasons.
Yes
No
*QUESTION 7
Sarpy County complies with Nebraska Veterans' Preference Laws. If you are claiming Veterans' Preference you must attach Form DD214 (prefer member form 4) and if applicable, documents showing you receive or are eligible to receive benefits from the U.S. Dept. of Veterans Affairs. The spouse of a 100% disable veteran may claim preference by providing the Form DD214, Proof of Disability and a marriage certificate. The spouse of a service member may claim preference and is limited to the time the service member is on active duty and up to 180 days after discharge/separation from service. DO YOU UNDERSTAND AND ACCEPT THESE STIPULATIONS?
Yes
No
N/A - does not apply
* Required Question