Administrative Assistant IV

This position prints all checks disbursed by the county and the administrative tasks associated with this function. The physical printing of all county checks is prepared in the Department of Finance (DOF). This position is a member of the Operations/IT Support Division. Responsible for duties related to the procurement of goods and services for the department. These duties include the creation of shopping carts, establishing, maintaining, and the liquidation of purchase orders and the receiving of invoices against established purchase orders. Also processes non-purchase order payments for goods and services via VIM and procurement cards. Provides general administrative support to the department, including directing all incoming calls for the departments main line; distributing county printed checks; greeting DOF customers at the DOF main entrance; responding to inquiries from general public and county staff; distributing all incoming mail and office supplies. Also prepares work orders with an accurate interpretation of the customer's request and manages the disposition of surplus property in accordance with county regulations. Serves as the training coordinator and supports the coordination of department-wide activities including staff training, conferences, and sponsored instructional courses.

The successful candidate will demonstrate initiative, discretion, and the ability to handle multiple assignments while adapting to change in a team environment. They should be a highly motivated individual with strong organizational skills, the ability to exercise independent judgment, and the capacity to work with limited direction. Additionally, the candidate should have a working knowledge of administrative functions within an office environment. Attention to detail, excellent verbal and written communication skills, and the ability to establish and maintain effective relationships with employees, public officials, and the general public are essential. The candidate should also be an innovative individual who is motivated by continual change and possesses superior customer service skills.

Functional area: general administrative work

Note: Salary offer will not exceed the mid-point of the salary range $66,119.25. This requisition may be used to fill multiple positions.

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

General Financial Duties

• Reviews and approves disbursement forms;
• Recommends changes to agency/work unit administrative policies, procedures and methods;
• Uses existing spreadsheets and databases to interpret and organize resource information;

• Monitors external accounts and resolves discrepancies;
• Reviews and reconciles status reports.

• Resolves problems by performing qualitative review of individual cases;
• Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;

• Researches and recommends equipment/vendors and prices;
• Authorizes requests for goods and services in corporate system;
• Monitors contract compliance (e.g., expirations, payment terms, costs);

• Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
• Coordinates data collection and provides information to others including executive/work unit head;
• Explains policies of the functional area (e.g., purchasing, travel, and leave).

• Performs/supervises several administrative functions (e.g., records management, reception);
• Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
• Notifies relevant individuals of work progress and inquires as to its status.

• Develops filing systems (paper and/or electronic);
• Develops internal mailing processes and procedures.

• Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
• Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Knowledge and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
• Position may require knowledge of basic principles and methods of a technical or professional field.

• Intermediate skills in the use of applicable Microsoft Office Suite software;

• Ability to communicate well through written and oral means.

• Ability to gather, integrate, and analyze simple data.

• Ability to establish and maintain effective working relationships with both external and internal contacts.

• Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least five functions.

• Ability to maintain confidentiality and be sensitive to political issues.

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and three years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and a credit check to the satisfaction of the employer at time of initial hire. Credit checks every four years thereafter. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.

PREFERRED QUALIFICATIONS:

• Experience working in a team-based environment.
• Experience using spreadsheets and databases to interpret and organize information.
• Experience working with accounting financial systems such as the county's financial system (FOCUS).
• Experience with maintaining confidentiality and handling sensitive issues.
• Experience and proficiency with data entry and generating reports in accounting systems.
• Experience and proficiency with MS Office products (Word, Excel, Power Point, Outlook and Access).
• Experience reconciling various financial accounts and transactions.
• Experience with prioritizing and managing several activities/tasks in progress at one time.