GENERAL SUMMARY:
Under the supervision of the County Administrator, this position provides varied secretarial and administrative support to all Administration offices; Administrator, Finance, HR, IT and Maintenance. Prepares and compiles reports, types correspondence, establishes office filing and record systems and coordinates the completion of special projects, reports, contracts and other documents. Coordinates the County’s risk management insurance claims, fleet of vehicles and assists in other administrative activities.
ESSENTIAL FUNCTIONS:
An employee in this position may be called upon to do any or all of the following: (These examples do not include all of the tasks which the employee may be expected to perform.)
1. 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.
2. Prepares Board agendas and packets and assures pertinent documents are processed, distributed and filed accordingly.
3. Maintains Board filing systems, Standing Committee notebooks, policy manuals, lawsuit files and other documents. Maintains database of Board/Commission terms and appointment dates.
4. Serves as liaison with Michigan Municipal Risk Management Authority (MMRMA) regarding policy renewal and claims casework. Updates asset records and responds to informational requests.
5. Assists the public, employees and elected officials in identifying, researching, and obtaining Board and administration data and reports.
6. Makes conference and travel arrangements for Board members and processes reimbursement requests.
7. Orders the County Supply of Copy Paper.
8. Manages the Commissioner’s Board room schedule.
9. Arranges annual county programs, including commission members and employee service awards, and other designated functions.
10. Maintains contracts, records and other files as directed.
11. Prepares and submits office invoices for processing.
12. Manages the County fleet vehicles with scheduling requests, routine maintenance requirements, as well as adding and removing vehicles from insurance plan accordingly.
13. Performs other duties as directed.
CUSTOMER SERVICE:
This is an administrative position striving to provide excellent customer service to members of the general public and other County employees. Personal contact occurs with employees, Department Heads, citizens, and customers of the department. Service is provided in person, by phone or computer contact.
JOB SKILLS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements are representative of the required knowledge, skills, and abilities.
Language Skills:
· Ability to respond effectively to inquiries.
· Ability to write correspondence using original or innovative techniques or style.
Specialized Skills and Abilities:
· 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.
· Strong skills in proofreading, reviewing forms, documents and reports.
· Strong organizational skills and attention to detail.
· Excellent written and verbal communication skills.
· Ability to manage multiple task and meet deadlines.
· 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.
· Demonstrated ability to maintain professional integrity and respect for colleagues, coworkers and the ability to effectively meet and deal with the public.
· Demonstrated ability to work in a team environment in a positive and productive manner.
· Ability to maintain office confidentiality.
Preferred Employment Qualifications:
Education: High school diploma, some college is preferred - Intro to Business, Accounting, English, etc.
The county, at its discretion, may consider an alternative combination of formal education and work experience.
Michigan Vehicle Operator’s License.
Certification as a Notary Public after hire.
Work Experience: Four years of progressively more responsible experience in providing administrative support in a professional environment.
The qualifications listed above are intended to represent the preferred skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.
PHYSICAL ABILITIES: (This position requires but is not limited to the ability to perform the following requirements. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements):
· Walking over uneven terrain
· Climbing of stairs
· Bending, stooping and kneeling
· Ability to enter and access information from computers and electronic equipment
· Ability to operate a motor vehicle
· Ability to lift and carry items up to 20 lbs.
· Ability to file and retrieve documents and equipment
Working Conditions: Works in office and locations outside of office.
Pay: $27.31 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
