Position Description
This is professional administrative management work in areas such as budgeting, procurement, personnel, records management, contract administration, office automation, and general office management.
NATURE AND VARIETY OF WORK
Contacts primarily include managers and employees both within and outside the organization to which an employee is assigned for the purpose of providing information and recommendations, resolving administrative problems and agreeing on courses of action. Contacts are generally of a cooperative nature and require coordination on the part of the employee to maintain smooth provision of administrative services.
An employee in this class, working under the general direction of a higher-level supervisor, is responsible for providing professional administrative duties in some combination of the following: record maintenance (e.g., fiscal control, personnel, statistical or case-specific); report preparation (including research and analysis as required); writing policies and procedures; budget preparation; and administration contract monitoring; and liaison to organization employees and other department/agencies concerning a variety of matters specific to the organization. An employee in this class uses initiative and works independently to ensure the smooth operation of the office, referring problems or unusual situations to the supervisor for resolution. Specific guidelines are available in the form of personnel and/or procurement regulations, administrative procedures and processes to be followed. The complexity of this class is marked by an employee's knowledge of and ability to apply procedures, analyze a variety of situations, many times of a sensitive/confidential nature, and determine appropriate action to be taken or recommend be taken. Depending upon the position's location in organization's structure, employee may have supervisory responsibilities. An employee in this class works in an office environment, performing primarily sedentary work which does not involve significant exposure to hazards.
Examples of Duties and Knowledge, Skills and Abilities
(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential job functions of all positions in the class.)
Prepares special reports, assists management with special projects; conducts surveys, collects information, analyzes findings; prepares and recommends solutions; drafts new or revised administrative policies and procedures; and replies to correspondence on administrative problems.
Provides fiscal planning and monitoring of proposed budgets; makes budget preparation recommendations after obtaining information from various offices; identifies, corrects, or alerts management to problems or errors; and participates in the presentation and defense of budgets.
Reviews and drafts replies to correspondence.
Organizes and maintains personnel, financial, statistical, purchasing, and other agency records.
Receives, investigates and, if possible, resolves complaints and inquiries from employees or the general public.
Establishes work priorities and coordinates work to ensure deadlines are met; ensures an efficient workflow throughout the office.
Provides new hire orientation, including contractual new hires, and assists new employees by acquainting them with established practices and procedures.
Prepares and monitors contracts; ensures terms of contracts are met; tracks extensive medical, retiree, or vendor expenses; and authorizes payments.
Acts as agency liaison with the Office of Personnel to address a variety of personnel issues.
Performs related duties as required.
KNOWLEDGE, ABILITIES, AND SKILLS
Considerable knowledge of the principles and practices of public administration.
Considerable knowledge of and ability to apply procedures; analyze a variety of complex situations; and manage information of a sensitive and confidential nature.
Considerable knowledge of organization and office management.
Knowledge of the methods and techniques of budget preparation and financial reporting methods for capital project management.
Knowledge of the department's organization and functions; knowledge of other county offices' functions that impact on departmental operations.
Ability to assume responsibility for special assignments and to perform them in accordance with minimal instructions.
Ability to develop policies and procedures.
Ability to evaluate policies and procedures and to recommend improvements.
Ability to establish and maintain effective working relationships with others.
Ability to communicate effectively, orally and in writing.
Minimum Qualifications
EDUCATION: Graduation from an accredited four-year college or university with major course work in public or business administration or a related field
EXPERIENCE: One (1) of more years of experience in office management or another specialty area related to the specific position.
NOTE: Accredited University or College is the recognition from an accrediting agency that an institution maintains a certain level of educational standards. The U.S. Department of Education maintains a database of accrediting agencies it recognizes for schools within the United States.
For a University or College outside the United States, the applicant must provide documentation of accreditation and educational equivalency, which can be accomplished through a credential evaluation service. Applicants with a foreign degree must provide this documentation upon the close of the announcement.
Supplemental Qualifications
Preference will be given to applicants who possess the following:
1. Proficient in Microsoft Office and Google Suites.
2. Thorough experience in Marketing, Communications, and Public Relations.
3. Experience in conceptualizing, planning, and executing digital marketing campaigns.
4. Knowledge and experience with digital marketing platforms such as Constant Contact.
5. Graphic design preferred.
