Administrative Assistant II

Job Title

Galveston County Human Resources

Job Description

The purpose of this class is to assist external and internal customers by responding to their requests as they relate to the function of the assigned department.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Assists department management with budget-related activities
• Prepares department documents, records, reports, and forms requiring knowledge of programs, policies and procedures.
• Initiates reports and documents based upon knowledge of department operations, reporting requirements, and established deadlines.
• Maintains assigned inventories; prepares, reviews, and processes documents; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming supply shipments
• Serves as liaison between department management and customers and section staff/employees; responds to questions regarding department activities and services; explains policies, procedures and operations; and follows up to obtain additional information.
• Answers department telephones: provides assistance, requested documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail. Prepares outgoing mail.
• Processes invoices for payment and is responsible for departmental purchasing records and related documents.
• Performs research on policy, rules and regulations, and historical data.
• Maintains calendar for department management; schedules meetings and appointments; makes necessary travel arrangements; prepares and distributes agendas
• Enters information into department programs and databases; updates database information; creates new spreadsheets/files; and purges old data as appropriate. Research information from databases and incorporate it into reports, summaries, and other assignments.
• Maintains department/program references such as vendor lists, Code books, training manuals, standard operating procedures, and mailing lists.
• Performs payroll duties
• Receives incoming shipments and records items received; verifies accuracy of shipment.
• Performs related work as assigned.

Minimum Education and Experience Requirements

• Any equivalent combination of education and experience that provides the requisite knowledge, skills, and abilities will be considered.
• Requires two years of experience in office administration and excellent oral and written communication skills

Physical Demands/Work Environment

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

The work is typically performed sitting at a desk or table or while intermittently sitting, standing, bending, crouching, or stooping. The employee occasionally lifts light and heavy objects.

The work is typically performed in an office.

Emergency Preparedness Tier Level: 3

Special Certifications and Licenses: None.