Office Assistant

This position will be Open Until Filled. The Office Assistant provides customer service to internal and external customers by performing a variety of administrative and technical support activities contributing to efficient department operations and serves as the Clerk to the Board of Equalization.

ESSENTIAL FUNCTIONS OF THE JOB

Performs administrative duties and tasks to provide support to the activities of the department including receiving and screening visitors, providing phone support, drafting documents and correspondence, preparing reports, updating resource material, proofreading, scheduling, regular, bulk, and special mailings, supplies, inventory, monitoring, tracking, and communication with vendors. Creates, develops, and maintains systems and records including files, lists, logs, and other recordkeeping systems utilizing computerized and manual systems that provide for proper evaluation, control, destruction, and documentation of assigned operations according to current department and County practices. Provides service and performs department functions by completing routine reports and correspondence and responding to requests, inquiries, complaints, or questions by researching, reviewing, analyzing, and communicating policies or procedures, sharing detailed and/or technical information, making recommendations, and providing advice, reports, or answers in scope of knowledge or authority or referring to appropriate individual. Performs department fiscal functions, including preparing and processing payroll for assigned departments. Processes accounts receivable, payable, and travel expense reimbursement for the County Administrator and Commissioners according to department and Franklin County standard practices. Provides information and the general administration of County-wide processes including claims for damages, incident reports, liquor and cannabis licensing, and the Small Works awarded contract list. Monitors, reports, interprets, and communicates new trends, innovations, or changes to federal, state and local rules, laws, appeals, regulations, codes, and ordinances as they relate to the assigned areas and responsibilities and recommends and leads changes to written policies, procedures, manuals, forms, workflow documents, and recordkeeping to ensure efficiency, effectiveness, and compliance. Provide back up to other positions within County Administration and the Commissioners’ Office. Pursues self-development and continuing development of skills and knowledge by attending ongoing educational workshops, reviewing professional or technical publications, and establishing personal networks.

KNOWLEDGE, SKILLS, AND ABILITIES

Proficient knowledge, interpretation, and application of Franklin County business and financial acumen, County and department policies and procedures, as well as federal, state, and local rules, laws, regulations, legislation, codes, and ordinances as they relate to areas of assignment. Proficient knowledge of principles and practices of governmental office workflow and fiscal management including budget preparation, expenditure control, and sound recordkeeping. Proficient skills in troubleshooting and resolving issues or problems by analyzing information, identifying alternative solutions, interpreting compliance documentation, projecting consequences of proposed actions, and implementing recommendations in support of goals. Proficient time management and mental and physical organization skills that support the ability to focus, have clarity, and use strategy to fulfill a variety of tasks successfully. Proficient skills in data entry, typing, and in the following programs or systems: Word, Excel, Outlook, and the internet for research. Ability to exercise a high degree of independent judgment and discretion and maintain the confidentiality of sensitive or confidential information. Ability to write and speak clearly and concisely, to express ideas and recommendations effectively orally and in writing, and communicate department, technical, or industry information, policies, requirements, and procedures in a language understood by co-workers and the general public. Ability and willingness to establish and maintain communication and working relationships with peers, representatives from other agencies, vendors, public officials, and the general public using courtesy, tact, and discretion. Ability to work independently and take advantage of opportunities, organize and prioritize several ongoing and frequently changing assignments to meet deadlines, and communicate changes and progress to supervisor and staff, remaining calm during emergency situations.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work may be performed in the following environmental conditions: occasionally in a standard office environment. The noise level in the work environment is usually quiet to moderate, a typical office environment.

SPECIAL CONSIDERATIONS

Occasionally required to travel in the region or state for training with the potential for staying overnight.

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 this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Spend the following amount of time in an activity: occasionally: sit for extended periods of time, talk or hear, use hands, fingers to handle or feel, or operate equipment or tools, and frequently: stand, and occasionally: reach with hands and arms. Occasionally carry or transport up to 25 pounds. Have the following vision abilities: have close vision (from one to twenty inches).

REQUIRED EDUCATION AND EXPERIENCE

Associate of Arts degree in business, public administration, accounting, or related field. Two years of experience in an office and bookkeeping or accounting. Any combination of education and experience which would provide the applicant with the desired knowledge, skills, and abilities required to perform the job. OR

PREFERRED EDUCATION AND EXPERIENCE

Experience in public service or a government office. Experience in government accounting. Experience with current County resource planning (financial) software. Experience with state records management software.

LICENSES, CERTIFICATES, AND OTHER QUALIFICATIONS

Employment at Franklin County is contingent upon the results of a background check and eligibility for coverage by the County’s liability insurance carrier. Depending upon the position, background checks may include personal and professional references, social security verification, education and professional licensing verification, financial history, and criminal history.

OTHER DUTIES DISCLAIMER

The statements herein describe the principal functions of this job, level of knowledge and skills typically required, scope of responsibility, work requirements and working conditions, but are not all-inclusive. Individuals may perform other duties and Franklin County, Washington reserves the right to modify, add or remove duties, and assign other duties as necessary, including work in other functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload. #J-18808-Ljbffr Franklin County (WA)