Administrative Assistant I

Johnston County is an Equal Opportunity Employer.

Description

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An employee in this class assists a department or management official in carrying out a program's administrative activities by performing a variety of administrative and technical duties. Employee performs public contact and/or administrative office duties to relieve the department head and/or other management personnel of operational details. Work involves receiving and transcribing confidential correspondence, screening and independently handling a variety of inquiries by telephone and in person, and maintaining a variety of records and files. Employee is responsible for interpreting and explaining program policies and procedures. Work is characterized by its variety, complexity and confidential nature, requiring considerable organizational and analytical ability. Employee must exercise independent judgement, discretion, and initiative in completing assignments and handling difficult public contact situations requiring considerable tact and knowledge of applicable policies, procedures and programs. Work is performed under general supervision and is reviewed through conferences, audits, reports and records.

Duties and Responsibilities

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• Recommends, administers, and monitors organizational unit budgets for county and/or state funds by preparing periodic balances and other statistical reports.
• Maintains departmental personnel, financial, fixed asset and/or activity records.
• Interprets policies, procedures, laws and regulations as related to the department.
• Performs a variety of tasks to assist management in the operational administrative functions of the department.
• Composes, edits or coordinates the preparation of reports or other printed materials.
• Types material from typed, handwritten copy or dictation to prepare correspondence, budgets, statistical and narrative reports, schedules, etc.
• Utilitizes data entry equipment and various database programs to enter, store and/or retrieve information as requested or otherwise necessary; summarizes information for standard reports, selecting data from varied sources.
• Answers questions concerning policies, procedures or deadlines and explains the use of records or information.
• Acts as a point of contact for the department served and provides information or refers inquiries to proper personnel.
• Secures statistical information and prepares detailed financial reports.

Knowledge, Skills and Abilities

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• Thorough knowledge of the organization and function of the area of assignment.
• Considerable knowledge of departmental rules, regualtions, policies and procedures.
• Considerable knowledge of modern office procedures, practices, and equipment.
• Considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary.
• Skill in organizing work flow and coordinating activities.
• Ability to analyze and interpret policies and procedures.
• Ability to research program documents and narrative materials and to compile reports from the information gathered.
• Ability to make routine administrative decisions independently in accordance with laws, regualtions, and county policies and procedures.
• Ability to establish and maintain effective working relationships with associates, and local and state agencies.
• Ability to communicate effectively orally and in writing.
• Ability to tactfully and courteously deal with employees, local and state agencies.

Additional Duties

• Performs related tasks as assigned.

Physical Requirements

• Must be able to physically perform the basic life operational functions of fingering, feeling, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently and constantly to move objects.
• Must possess the visual acuity to work with data and figures, operate a computer and other machines, and read extensively. Some positions in this class may require the use of transcription and dictation.

Desired Education and Experience

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Graduation from business school and considerable administrative or secretarial experience; an equivalent combination of education and experience.

*NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job. Other duties may be assigned.*

Important Pre\-Employment Information:

• If the position requires a degree, official transcripts must be submitted within 30 days of hire.
• A pre\-employment reference check will be conducted.
• A background check may be required and may include criminal history, motor vehicle records, sex offender registry checks, pre\-employment drug screening, SBI fingerprinting, and, if applicable, a National Practitioner Data Bank (NPDB) check.
• A conviction record does not automatically disqualify you from employment, unless otherwise required by state law. Each situation is reviewed on a case\-by\-case basis.