Office Administrator

SUMMARY Serves as a representative of the Veterans Cemetery at committal services. Performs a wide variety of complex administrative duties including composing and typing correspondence, reports, forms and other documents requiring knowledge of specialized subject matter; preparing documents concerning workloads or procedures within the Veterans Cemetery’s office; making appointments for supervisor; acting on supervisor's behalf in responding to calls, questions, and requests from the public, concerning information which may be highly sensitive or confidential in nature. The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Provides information to customers, visitors and the general public. Enters data and facilitates/performs pre-registration processes. Primary duty to record and update burial data, statistical reports and inventories using the Texas Veterans Land Board Docushare program. Assists in scheduling burial services. Serves as a committal service representative. Assists with answering phone calls, greeting the public and facilitating pre-registration activities. Processes and approves all invoices, purchase orders and payments for items purchased by the Veterans Cemetery office, and internally audits all expenditures. Maintains all financial records and transactions. Prepares monthly report to Commissioners. Performs direct secretarial/administrative support services. Manages burial operations and records keeping using the Veterans Administration Burial Operations Support System. Reviews and distributes mail, preparing responses to inquiries not involving policy decisions or requiring the attention of superiors. Acts as Custodian of Records for office. Make appointments and arranges meetings. Oversees maintenance of office and office equipment. Develops office forms and procedures consistent with departmental and county-wide policies. Assists in the preparation of department budget and budget amendments. Assists in the research and preparation of reports and statistical data, and gathers data for general information purposes on special reports. Establishes and maintains personnel, statistical, and other special records and files. Completes and/or reviews personnel paperwork, including employee time sheets and documents needed to hire or terminate employees. Prepares Prelist and Reports. Establishes and maintains confidential files. May train and supervise other clerical personnel or coordinate the assignment and completion of their work. May attend committee, staff, or other meetings and take and transcribe minutes for the department. May serve as Notary Public. Often performs cross-coverage to other positions in office. Often required to use own judgment in all phases of job. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County’s insurance carrier. EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED) plus 24 hours of college level course work in business management, behavioral science, or another applicable field and five years of experience with increasingly greater responsibilities. Any equivalent combination of experience and training which provides the required knowledge, skills and abilities, may be considered for current Nueces County employees only. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to calculate figures and amounts such as proportions, percentages, area, circumference, and volume. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. OTHER SKILLS AND ABILITIES Excellent knowledge of business English, terminology, spelling, punctuation, arithmetic, office procedures and equipment, and material; basic organizational and management skills. Knowledge of department and county operations and policies. Ability to exercise independent judgment regarding the release of sensitive and/or confidential information. Ability to operate a computer using standard word processing and spreadsheet software packages. Ability to type at a speed of at least 60 words per minute. Ability to communicate effectively both orally and in writing. May be required to be proficient at speaking Spanish, as well as English. Ability to establish and maintain effective working relationships with other county employees, officials and the general public. 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. While performing the duties of this job, the employee is regularly required to sit; use hands to handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Employee is occasionally required to drive vehicle to Nueces County offices. Employee must possess color vision in order to work on color coded files. Employees carry files and other material to the autopsy room weighing ten pounds or less on an occasional basis. 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. Employee spends work time performing administrative/secretarial duties in the office. The noise level in the work environment is usually moderate. #J-18808-Ljbffr