Assistant to the County Administrator
Supervised By: County Administrator
Supervises: No supervisory responsibility.
Under the supervision of the County Administrator, provides varied secretarial and administrative support. Prepares and compiles reports, types correspondence, establishes office filing and record systems and coordinates the completion of special reports, contracts and other documents. Performs a variety of functions to support the human resources function. Manages the central telephone system and assists in coordinating other administrative activities.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
- Answers telephone calls and receives visitors for the administrative office and responds to inquiries and concerns from other municipalities, agencies, employees and the public. Identifies those issues needing the attention of the Board Chairperson, County Administrator, committees and various staff. Sorts and distributes mail.
- Sets-up and types correspondence, reports, budget documents, spreadsheets, and other documents for the Commissioners and County Administrator. Types forms and correspondence of a sensitive nature. Prepares Board agendas and packets.
- Maintains Board filing systems, Standing Committee notebooks, policy manuals, lawsuit files and other documents. Maintains database of Board/Commission terms and appointment dates.
- Manages county-wide telephone system including accessing system and changing passwords on voice mail, programming phones and other basic technical issues. Coordinates telephone training, manages computer program that tracks calls made, and serves as primary liaison with the vendor. Oversees security key codes and assigns door codes to new employees.
- Maintains other systems for the county. Oversees security key codes and assigns door codes to new employees. Performs monthly tests on County Courthouse panic alarm devices to be certain they are in working order. Oversees the county’s credit card sign-out, tracks usage and prepares monthly spreadsheet for the Finance Department.
- Assists the Human Resources Director in the employment process by posting vacant positions, placing ads, scheduling interviews, and preparing letters to applicants and other related correspondence.
- Assists with the implementation and training related to new office equipment such as copy machines linked to system. Manages the postal machine and tracks billings for copies and postage.
- Serves as liaison with Michigan Municipal Risk Management Authority (MMRMA) regarding claims casework. Updates asset records and responds to informational requests.
- Assists the public, employees and elected officials in identifying, researching, and obtaining Board and administration data and reports.
- Makes conference and travel arrangements for Board members and processes reimbursement requests. Sends out various invoices.
- Designs and creates forms, flyers, brochures and other documents.
- Plans and arranges annual county programs, including employee service awards, social events, and other designated functions.
- Maintains records and other files as directed.
- Assists the Administrator on special projects by making calls, collecting and compiling information, checking on various potential sources of information, and providing related support assistance.
- Assists with Freedom of Information Act requests and sends timely replies to requestors seeking information from various departments.
- Maintains the county website with updates, deletions and other modifications.
- Performs other duties as directed.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
Requirements include the following:
- High school diploma or equivalent supplemented by college or vocational training in secretarial science or a similar field and four years of progressively more responsible experience in providing administrative support in a professional environment.
- The county, at its discretion, may consider an alternative combination of formal education and work experience.
- Michigan Vehicle Operator’s License.
- Knowledge of the principles and practices of county administration and skill in providing administrative support to such activities.
- Knowledge of government operations, public administration and budgeting practices.
- Ability to interact professionally, constructively, and diplomatically with top level administrators, other employees, elected officials, representatives of the business community and other governmental units and the general public.
- Skill in maintaining documents in an electronic and non-electronic format.
- Skill in maintaining a complex filing system, and retrieving and researching information inquiries, including sensitive information requiring confidentiality and discretion.
- Strong skills in proofreading, reviewing forms, documents and reports.
- Skill in assembling and analyzing data and preparing comprehensive and accurate reports.
- Skill in effectively communicating ideas and concepts orally and in writing.
- Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with county employees, contractors to the county, representatives of other governmental units, professional contacts, elected officials and the public.
- Skill in the use of office equipment and technology, including Microsoft Suite applications, database use and the ability to learn new software programs applicable to the position.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.
The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.
Job Posting Information:
This is a full-time non-union position (37.5 hours per week) and is eligible for fringe benefits.
Starting Pay Rate (Pay Grade 8): $17.33 per hour
For purposes of FLSA, this is a non-exempt position.