ADMINISTRATIVE ASSISTANT

Description Base Pay $15.54 - $21.00 / Hour Employee Type FT Non-Exempt DEPARTMENT: Noxious Weed Control

SALARY: $15.54 - $21.00 DOE

BENEFITS: Medical/Dental/Vision/Life Insurance paid for employee, PERSI Retirement, Sick Leave, Vacation after 1 year, Holiday Pay, and Funeral Leave

SUMMARY

The primary responsibilities of an employee in this class is to provide assistance to the Weed Department Superintendent with inner office support—secretarial/clerical, and receptionist duties requiring a high level of detail and accuracy and effective communication skills. This position is responsible for proper record keeping and documentation of departmental business involving contracts/agreements, and services provided or received involving private landowners, businesses, county, state, and federal agencies. This position is responsible for the submission of account payables/receivables. This position provides customer service to landowners, businesses, county, state and federal agency personnel via phone, email, written correspondence, and in person. ESSENTIAL DUTIES AND RESPONSIBILITIES · Provide secretarial/clerical support to the Weed Department Superintendent and staff.

• Answer phones, receive and distribute messages, process mail, greet members of the public, businesses, county, state, and federal agency personnel.
• Compose and type required correspondence to private landowners, businesses, county, state, and federal agency personnel.
• Develop detailed spreadsheets for documentation of daily, weekly, monthly, and yearly data, including, but not limited to, herbicide applications for individual applicators and individual county, state and federal agencies, documentation of receipt of revenue and herbicide inventory.
• Prepare and submit account payable claim forms requiring payment to the County Clerk’s office for processing.
• Submit payments for services rendered to the County Clerk’s office for processing.
• Create and send invoices to various agencies for herbicide applications provided.
• Assist the Superintendent in the preparation of yearly submission of departmental budget requirements.
• Assist the Superintendent in the Landowner Cost Share Grant application process—letter composition, typing reports, creating graphs/charts, chemical distribution documentation, entering data, downloading pictures, calculate In-Kind values, scanning documents, calling landowners for required documents, complete verbal and/or written communication/correspondence with agencies involved in the application process.
• Scan and file required detailed documents relating to Cost Share chemical distribution to landowners, i.e., chemical amounts, total acres, infested acres, treatment hours, latitude, longitude, etc. for submission to State agency.
• Enter all herbicide application information from Daily Field Reports into electronic files.
• Scan vehicle maintenance logs.
• Scan weekly herbicide inventory records.
• Scan various Contracts/Agreements and supporting documentation.
• Back-up office computers.
• Organize and maintain electronic and hardcopy files.
• Assist in updating and maintaining department information on County Website.
• Submit IT Help Tickets when required.
• Contact outside office equipment business personnel for maintenance and upkeep for equipment under contract agreement.
• Complete online registrations for herbicide applicators training seminars for licensing points.
• Complete online vehicle registrations.
• Prepare yearly legal document for publication in local newspaper as well as various weed control articles the Superintendent requests for publication.
• Provide professional and courteous customer service to businesses, private landowners, county, state and federal agency personnel.
• Prepare monthly employee time sheets and payroll worksheet for submission to County Payroll Clerk for processing.
• Maintain/update and submit departmental Assent Inventory sheet to Clerk’s Office for record keeping.
• Send yearly chemical bid requests and letters to chemical distributors.
• Prepare and maintain herbicide pricing sheet.
• Order requested herbicides, receive herbicide shipments and maintain the appropriate records.
• Receive bio-control shipments for release. Scan and file related paperwork.
• Receive, store, and distribute grasshopper and Mormon cricket bait provided by the ISDA, to be given to private landowners (from department). Keep detailed distribution documentation on designated spreadsheet for year-end submission to State agency.
• Keep record of Noxious Weed Free Hay inspections, documenting bail size, bail count, and landowner permission to post on ISDA website. Document information on designated spreadsheet for monthly and year-end submission to State agency.
• Update yearly online federal registration for the purpose of doing business with Federal agencies.
• Prepare herbicide applicators seasonal Daily Field Report (herbicide application) binders—add, delete, update, and modify pertinent information.
• Maintain herbicide application spreadsheets on individual herbicide applicators.
• Maintain herbicide application spreadsheets on individual agencies.
• Order, shop for, and maintain office and cleaning supplies.
• Clean department office and restroom, i.e., vacuum, mop, dust, clean sink and toilet, clean windows, and dispose of trash.
• Perform other related functions as required.

KNOWLEDGE, SKILLS, AND ABILITIES Knowledge and Skills:

• Knowledge of operation of standard office equipment, including personal computer and job related software.
• Skill in the operation of a computer to utilize Microsoft Excel and Word.
• Skill in the operation of a ten-key calculator.
• Possess strong customer service skills.
• Possess strong organizational skills.
• Possess strong communication skills, both verbal and written.

Ability to:

• Perform a wide variety of duties and responsibilities with accuracy in a timely manner and ability to meet specific deadlines.
• Maintain professional demeanor in all communications with landowners, business and agency personnel.
• Understand and follow verbal and/or written instructions, policies, and procedures.
• Communicate effectively verbally.
• Communicate effectively in writing in English, using appropriate grammar, spelling, and punctuation.
• Perform multiple tasks simultaneously, including various interruptions, with the ability to return and complete tasks in a timely and accurate manner.
• Maintain all files (electronic and hardcopy) efficiently and accurately.

ACCEPTABLE EXPERIENCE AND TRAINING · High School Diploma or GED equivalency.

• Two (2) years customer service and office experience.
• Any equivalent combination of experience and training which provides the knowledge, abilities, and skills necessary to perform the work.
• Valid Idaho Driver’s License.

TYPICAL PHYSICAL REQUIREMENTS · Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person.

• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and standard and specialized office equipment.
• Sit for long periods of time at work station in an office, typing documents and using a 10-key calculator.
• Lift and carry up to 40 pounds.

DISCLAIMER: To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. #J-18808-Ljbffr Kids for the Future