Administrative Assistant IV

The position oversees the printing of all checks disbursed by the county and managing the administrative tasks associated with this process. The physical printing of county checks is conducted by the Department of Finance (DOF). This role falls within the Operations/IT Support Division of DOF and also includes 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. Will also process 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. Prepares work orders with an accurate interpretation of the customer's request and manages the disposition of surplus property in accordance with county regulations. The incumbent serves as the training coordinator and supports the coordination of department-wide activities including staff training, conferences and sponsored instructional courses. The incumbent must be proficient in accounting financial systems.

The successful candidate will demonstrate initiative, discretion, and the ability to handle multiple assignments while adapting to change. 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, motivated by continual change, and possess superior customer service skills.

Criminal background check and credit check at time of initial hire. Credit checks every four years thereafter.

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. This position requires credit checks as a condition of hiring and periodically thereafter, as determined by the department head. 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).
• Ability to maintain confidentiality and be sensitive to issues.
• Working knowledge of administrative functions in an office environment.
• 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.
• Demonstrated experience taking responsibility and initiative to ensure accomplishment of the core missions.
• Must be detail-oriented and possess excellent verbal and written communication skills.
• Able to establish and maintain effective relationships with employees, public officials and the general public.