EXECUTIVE ASSISTANT 1

EXECUTIVE ASSISTANT 1 - INFORMATION SYSTEMS DEPARTMENT FULL TIME/PERMANENT WORK DAYS: MONDAY THROUGH FRIDAY HOURS: 8:00AM - 4:30PM HOURLY RATE: CONTINGENT UPON QUALIFICATIONS/EXPERIENCE - MINIMUM $21.01 AN HOUR BENEFITS: Paid Holidays - 11 days per year Paid Sick Leave - 15 days per year with unlimited carryover of unused days Paid Vacation - up to 5 weeks with 15 years of service Paid Personal Leave - up to 3 days per year Tuition Reimbursement Program Student Loan Forgiveness - Public service employees may be eligible for student loan forgiveness through the Public Service Loan Forgiveness (PSLF) Program Health, Dental and Vision Insurance (single to family plan options to fit your needs) Life Insurance - $25,000 at no cost to employee; option to purchase supplemental coverage for self and spouse/child(ren) Long-term Disability - at no cost to employee Ohio Public Employee Retirement System - Employees contribute 10% of salary and employer contributes 14%. (Employees do not pay federal social security tax from income; all contributions go directly towards OPERS.) Supplemental Deferred Compensation Plans - employees may contribute to tax-deferred supplemental retirement accounts. MINIMUM QUALIFICATIONS: Completion of two years of technical training in office administration or two years of appropriate paid work experience, preferably with a public organization. Ability to perform routine and non-routine administrative tasks and coordinate internal activities. Must possess above average public relations and communication skills, both in person and via telephone/email, specifically in dealing with a range of customer contacts from Board of County Commissioners staff, elected officials, and citizens. Must be proficient in the use of Microsoft operating system software, Microsoft Office software, and have the ability to type accurately. Must be able to work on projects with minimal supervision and with little direct guidance or direction. Must have good working knowledge of office management procedures and practices; ability to read and write common vocabulary, proofread material, recognize errors and make corrections; knowledge of office management and budgeting. Must be able to calculate decimals, fractions, and percentages. Ability to define problems, collect data, establish facts and draw valid conclusions. Must be able to capture, store, transform, and transfer information into multiple software formats and apply information to make accurate entries into a database program and generate accurate and informative reports upon request. Must demonstrate and maintain a positive attitude and good customer service skills.-or education, training, and/or experience in an amount equal to the Minimum Qualifications stated above. JOB DUTIES: Responsible for the management and oversight of the reporting and invoicing processes related to telephone services (TTD), including desktop and mobile devices, for both internal and external customers. Duties include but are not limited to the review, validation, and processing of invoices to ensure accuracy in billing and financial reporting; collection and reconciliation of master invoices from customer portals; preparation of upload files for MUNIS computer system payment processing; and verification of AlertUs invoices for accurate data entry. Maintain the telephone database to ensure the accuracy of fixed charge reports, generate monthly and ad-hoc reports using UC Predictive Analytics, and support office operations by monitoring supplies and processing work orders. Serve as liaison and interact with various stakeholders to address inquiries and resolve issues. May participate in special projects as assigned. Provide administrative and fiscal support to the ISD Director, performing both routine and complex tasks essential to the efficient operation of the ISD Department. Responsibilities include scheduling meetings and managing ancillary functions within the Director's office and gathering, analyzing, and interpreting data to provide recommendations and ensure informed decision-making. Maintain departmental policies and procedures, oversee the records retention system, and assist with document preparation, scanning, and retrieval. Serve as a liaison between the ISD Director, staff, county officials, and the public, and may represent the Director in meetings; may approve employee leave requests in the Director's absence. Serve as the primary point of contact for the office, providing professional reception and customer service to all visitors. Responsibilities include greeting, assisting, and directing incoming guests, as well as managing and routing telephone calls, mail, correspondence, official bids, and other materials. Track and monitor office inventory and invoices to ensure accuracy and accountability; support Countywide computer inventory management by updating databases and coordinating the fulfillment and delivery of computers in collaboration with ISD Customer Service. May back up the Contract Manager when needed (i.e. entering personnel actions, payroll time entry, encumbrance of funds, processing invoices and pay-ins, ordering of supplies/equipment, electronic subscription renewals and serve as second level review of contracts to ensure completeness and accuracy.) New and other related duties as assigned. Works alone or with other persons in short or long-term team projects to resolve problems or conflicts or to complete assigned projects at the direction of Department Head when assigned. Works aggressively to reduce or eliminate safety/risk concerns in current position or work location. Reports safety/risk management issues to immediate supervisor. #J-18808-Ljbffr