Administrative Assistant

General Description

The purpose of this job is to Assist the Deputy Administrator in all activities of the department. Provide clerical duties for Legislative  Delegation and Transportation Committee. Performs secretarial and clerical duties by performing the following tasks.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

·       Serves as a liaison and/or represents the Deputy Administrator in contacts with various groups, persons, and/or departments as                    directed.· Answers and screens incoming calls and responds independently, when possible, forwards messages, routing callers to                  appropriate personnel, and greets and communicates with visitors.

·      Composes and types correspondence for the Deputy Administrator, Legislative Delegation and Transportation Committee and mails               documents and correspondences to other customers and businesses in the state.

 ·     Establishes, organizes, and maintains central filing system for the Deputy Administrator, Legislative Delegation, Transportation                       Committee and Notary Public activities.

·       Processes incoming mail by opening, sorting and distributing the mail for Notary Public applications, the Transportation Committee,                paving petitions, and correspondence for the Legislative Delegation to be reviewed and discussed with the Chairman.

·       Schedules appointments and meetings and makes meeting room arrangements.

·       Schedules meetings for the Transportation Committee and distributes notifications to all the members and to the public when                          requested. 

·       Schedules Transportation Committee notifications of meetings with the Public Works Director, the Assistant, and the Department of                Transportation for the district.

·       Conducts research, and compiles paving petitions for individuals and maintain records of each request; verifies paving petitions on file;          review for the proper signatures and prepare them for review by the Transportation Committee.

·       Coordinates Notary Public applications for mailing, certifications, and checks the accuracy of each application before mailing. If there is          a problem with an application, a letter must be sent to the individual notifying them of the corrective measure that is needed.

·       Completes the administrative functions for the Transportation Committee including distribution of financial statements to Public Works             for paving balances on approved roads for paving.

·       Answers all telephone inquiries on road paving and prepare all applications for the Transportation Committee’s review.

·       Notarizes all Notary Public requests that are brought in by the public and process each application for certification and answers all                   questions about Notary Public renewal applications.  E-mails Notary Public applications to customers when requested.

·       Coordinates Deputy Administrator’s schedule and make appointments.

·       Receives and reviews invoices, technical reports, bank statements; and reconciles and compiles a monthly financial report for the                  Transportation Committee.

·       Prepares and processes personnel forms, payroll timesheets, general orders, memorandums, and type checks for paying bills for the            Transportation Committee.

·       Communicates with various individuals and groups to exchange and/or provide information regarding office activities and procedures.

·       Performs various administrative duties including budget preparation, typing and maintaining budget balance for the Legislative                        Delegation and the Deputy Administrator.  As part of appointment services, recommendations are submitted to the Governor’s Office,            the Forestry Commission, and the Legislative Delegation for board placements.

·       Provide assistance for park recreation grants.

·       Maintains petitions and requests for road pavements.

·       Operates and maintains various office machines and equipment such as typewriter, calculator, copier, computer and Dictaphone.

·       Provides professional and courteous customer service at all times to in-house staff and general public either by telephone,                               electronically, or face to face.

·       Attends the Transportation Committee meetings and the Legislative Delegation meetings, transcribes all minutes and distributes to the          necessary continuants.

·       Operates and maintains various office machines and equipment such as typewriter, calculator, copier, computer and Dictaphone.

·       Provides professional and courteous customer service at all times to in-house staff and general public either by telephone,                              electronically, or face to face.

·       Perform shared duties and responsibilities for the Administration department.

·       Perform other duties and related work as instructed and assigned.

Supervisory Functions: 

This job has no supervisory responsibilities.

Minimum Education and Experience Requirements:

Requires an Associate’s degree in Business Administration, Office Systems Technology or closely related field. Requires three (3) years of related experience and/or training; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Operates and maintains various office machines and equipment such as typewriter, calculator, copier, computer and dictaphone. Provides professional and courteous customer service at all times to in-house staff and general public either by telephone, electronically, or face to face.

Special Certifications and Licenses:

·        Notary Public.

Reasonable Abilities, Math and Language Skills:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

 Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.  Ability to compute rate, ratio, percent, to draw and interpret bar graphs.

 Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employee’s organization.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform 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 walk; use hands to finger, hand, or feel; and talk or hear.  The employee is occasionally required to stand; sit, reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.  The employee must frequently lift and/or move up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards (Work Environment):

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

 Americans with Disabilities Act Compliance

Orangeburg County is an Equal Opportunity Employer.  ADA requires Orangeburg County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

E.O.E.