Administrative Assistant III

Administrative Assistant III

Empower Successful People to thrive in a Strong Community supported by Quality Government

Bring Your Organizational Skills to the Heart of County Operations as an Administrative Assistant III

Under minimal supervision, provides administrative and clerical support to a department within the organization or the organization as a whole.

Distinguishing features of the class include:

• Typing correspondence and memos
• Greeting visitors
• Tracking expenses
• Coordinating schedules and/or making reservations
• Assisting with the employment process
• Maintaining calendars
• Preparing reports
• Ordering office supplies and other administrative services as requested
• Serving in an entry level supervisory role for subordinate clerical staff as needed by the department
• Responding to inquiries from colleagues and visitors requiring a complex understanding of County or departmental policies and procedures
• Ensuring inquiries are addressed and resolved
• Escalating highly complex inquiries to higher levels within or outside of the department

Work usually requires considerable public contact with program clientele, employees, other departments or the public. Positions operate with a high level of independence. Positions in this class routinely conduct research and analysis for unit or special reports or special assignments. Work is evaluated for proper application of policies and procedures and for quality and completeness of reports and recommendations.

Duties and responsibilities include:

• Coordinating the administrative work of the unit or department and office support staff
• Recommending and updating manuals and procedures for own area, including necessary forms design; training employees in work procedures
• Creating filing systems and monitoring efficiency
• Assisting in department or area budget planning/preparation. May analyze and/or maintain department/area/divisional budgets
• Answering questions from employees or the public concerning policies, procedures, or deadlines
• Interpreting and explaining policies, procedures, records, etc.
• Providing training and technical assistance to staff
• Delegating to and following up on work of others
• Communicating, interpreting and training others on departmental policies
• Auditing work of others for accuracy
• Assisting in the hiring decisions for subordinate administrative staff and leading other assistants or office specialists
• Updating policies and procedures for the area to which assigned
• Conducting or attending meetings, hearings, or conferences regarding unit activities
• Serving on department management team or special committees representing their area or responsibility
• Managing accounts payables for the department
• Overseeing travel for the Board of County Commissioners

Recruitment standards include:

• Considerable knowledge of office systems and techniques (hardware and software) in order to enter data, set up functions, create spreadsheets and word documents, and process information
• General knowledge of accounting practices and principles, budgeting/fiscal management, and/or understanding of databases
• Ability to practice effective communication techniques both orally and in writing
• Considerable knowledge of effective administrative practices and ability to plan and coordinate the work of others
• Ability to analyze and interpret policy and procedural guidelines
• Ability to work independently and exercise good judgment
• Skill in navigating related departmental software
• Skill in organizing work flow and coordinating activities

Minimum qualifications include:

• Bachelor's degree from an accredited college or university with one year of progressively responsible administrative, office management experience; OR
• Associates Degree with three years of progressively responsible administrative or office management experience; OR
• High School with five years of progressively responsible administrative or office management experience

Preferred qualification:

• Associates or Bachelor's degree

Physical demands include:

Work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, driving an automobile, or use of a PCs or other VDTs to accomplish work objectives. No specific physical demands required. Mental demands and normal stress regarding achieving work deadlines are present

Working conditions include:

1. Environment: Work environment involves normal, everyday discomforts or unpleasantness. Work area has adequate light, heat, and ventilation; environment is organized and stable.
2. Hazards: Work presents no significant hazards to employees

May require driving for this position whether driving a County owned or personal vehicle to conduct county business such as but not limited to attending conferences, meetings, or any other county related functions. Motor Vehicle Reports may be verified for valid driver's license and that the driving record is compatible with the county's driving criteria. If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County's vehicle use policy.

Guilford County is committed to providing Equal Employment Opportunity (EEO) to employees and applicants for employment regardless of color, religion, sex, national origin, age, disability, genetic information, sexual orientation or political affiliation. The County is committed to complying with all applicable federal, state and local laws that pertain to employment, and to providing a work environment that is free from discrimination of any kind. If you need an auxiliary aide, make the request forty-eight (48) hours in advance of the time the accommodation is needed by calling View phone number on click.appcast.io.

We are excited about the opportunity of having you as a prospective new employee! You probably already know our county is a wonderful county to live in, but did you know it is also a wonderful place to work?

Below are a few of the reasons why we love working for Guilford County:

We offer Health Insurance (UnitedHealthCare) to all benefitted employees working a minimum of 20 hours per week. The shared cost of the premium is based on scheduled/budgeted hours. If you are a full-time employee working 40 hours a week you can expect to pay less than $35 a month for medical coverage, dental coverage for $4 a month and vision coverage for $5 a month. That's less than $45 a month for medical, dental & vision coverage; that's unheard of.

Telehealth UHC Virtual Visits are available to you with no copay or out of pocket expense.

We are excited to inform you Guilford County has an Employee Wellness Center (24/7 access) with strength training equipment, cardio machines and a group exercise room with virtual or in person coaching from our Wellness Specialist!

Employee Assistance Program, 100% funded by the county. A superb benefit for you and your family absolutely free. Confidential help with personal or work-related issues.

13 paid holidays, 12 sick days, and 12 vacation days a year. That's 37 paid days a year, totaling almost 2 months of paid time off.

Employer contributes 5% into your 401(k) - no match required.

Enrollment in the State Retirement Plan by contributing 6%.

Longevity pay beginning at five years of service.

We provide a $10,000 Life and AD&D benefit to eligible employees.

Flexible spending accounts (FSA) allow you to set aside tax-free dollars for health care and dependent care.

Voluntary Life, AD&D, Short-Term and Long-Term Disability.