Administrative Associate

Job Description

Job Description

COWLEY COUNTY JOB DESCRIPTION

JOB TITLE : Administrative Associate

DEPARTMENT : County Administrator’s Office

REPORTS TO : County Administrator

FLSA STATUS : Non-Exempt

SALARY GRADE : B

Position Summary: The employee in this position will coordinate office activities and perform administrative assignments for the County Administrator and Administrative Office staff in support of the on-going operations of the office. Administrative assignments include such duties as office coordination, receiving and directing incoming telephone calls, assisting visitors, filing documents, ordering supplies, preparing, and maintaining office records, reports, and correspondence.

Essential duties and responsibilities:

• Receives incoming telephone calls, provides answers to routine inquiries and/or refers them to other personnel.
• Screens and greets visitors to the office.
• Assist in providing routine information to County Administrator, office staff, county personnel and the public.
• Opens, sorts, and delivers mail within the administrative office.
• Prepares letters, packages, and other outgoing materials for mailing.
• General data entry and production of printed materials, as required by staff.
• Creates agenda for County Commission meetings with all supporting documents.
• Prepares new employee files and documents.
• Files documents for the administrative office.
• General record keeping.
• Assists with preparation of the County budget.
• Covers for other administrative office staff in various county departments if needed.

Marginal duties and responsibilities:

• Other related duties as deemed necessary or as required.

Position Requirements:

Experience:

• Any equivalent combination of training and experience, which provides the required knowledge, skills, and abilities.

Education:

• High School Diploma or GED is required.

Skills:

• Knowledge of clerical and office procedures.
• Knowledge of basic office equipment.
• Good knowledge of English, grammar, spelling, and punctuation.
• Ability to type and enter data accurately and proficiently.
• Skills in the use of a personal computer and related software.
• Skilled in time management and multi-tasking.
• Ability to prepare reports and maintain records.
• Ability to communicate effectively orally and in writing.
• Ability to maintain confidentiality.
• Ability to make decisions and prioritize under high stress.

Accountability:

• Problem solving and decision-making skills are a factor in this position.

Supervision:

• Employees do not have supervisory responsibilities.

Working Conditions:

• Duties are performed in an office setting. Must be able to operate a telephone, computer keyboard, ten key, copier and scanner. Performs work safely in accordance with County safety program and departmental safety procedures.

Physical Requirements:

• Continuous sitting and typing for extended periods of time; occasional standing, stooping, lifting, carrying, reaching, pulling; walking; frequent speaking and listening to staff and the public.