Administrative Assistant - Fleet Maintenance Job at Hall County in Gainesville

JOB SUMMARY:

Performs a wide variety of responsible, confidential, and administrative tasks to keep the department running efficiently and effectively. Receives and responds to departmental and public inquires or refers them to other county staff as appropriate.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Performs various administrative work for special projects such as researching and analyzing information and coordi­nating tasks; prepares accounting and statistical tables, reports, resolutions, and contracts; maintains departmental records, indexes and logs.

Assists in the preparation of the departmental operating budget. Performs financial analysis, and may advise department head on expenditures and budget control matters; performs all phases of purchasing to include preparing purchase requisitions, and ordering supplies and materials for the department to maintain an accurate inventory of materials. Maintains records of purchases. Responsible for daily account coding as necessary and record keeping.

Answers telephone and gives specific and general information in response to public inquiries; handles requests for service, complaints and other public contact work. Also communicates to department employees as needed.

Prepares, composes, types, distributes and files: letters, forms, reports, contracts, requisitions, purchase orders, general correspondence, and other documents related to department operations.

Schedules meetings, appointments, and travel arrangements for the department head and other staff as needed.

Reads and routes incoming mail and composes replies to corre­spondence in accordance with established procedures.

Maintains department personnel reports and records to include hiring, training, evaluations, disciplinary actions, military leave, and workers compensation. Primary timekeeper of department.

Reads and routes incoming mail and composes replies to correspondence in accordance with established procedures.

Assists with selecting, ordering, and maintaining office supplies and equipment necessary for departmental operations.

Establishes filing system for department and searches and locates file materials.

May assist subordinate employees and other departmental staff in performing work and assumes additional duties in their absence.

Operates various modern office equipment as necessary to perform administrative functions.

Regular and predictable attendance is required.

Willing to learn GPS navigation software, Munis (Tyler Technologies) and new Opengov Cartegraph Asset Management software.

Performs other duties as required.

MATERIALS AND EQUIPMENT USED:

Personal Computer Copier Fax Machine Postage Machine Calculator

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High School diploma or G.E.D. supplemented with coursework in typing and bookkeeping.

Three years secretarial experience.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certificates:

None.

Knowledge, Skills, and Abilities:

Thorough knowledge of departmental policies and procedures and of office terminology, procedures and equipment.

Knowledge of word processing and skill in operation of a computer keyboard to enter and retrieve data, prepare spreadsheets and maintain a database.

Skill in composing and typing correspondence and reports with speedy accuracy.

Skill in performing basic accounting and bookkeeping functions to include maintaining bank accounts.

Skill in maintaining administrative, fiscal and general records and in preparing reports and answering questions from records.

Skill in working with confidential information and matters in discreet and professional fashion.

Ability to type 45-55 w.p.m.

Ability to work without direct supervision, using personal judgment in processing paperwork and handling unusual situations.

Ability to make routine decisions in accordance with regulations and established policies and procedures.

Ability to deal tactfully with and courteously with other employees and the public.

Knowledge of Microsoft office.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.

This class specification should not be interpreted as all inclusive. It is intended to identify the major respon­sibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specifica­tion.