Sr. Administrative Associate-Purchasing

Administrative Support Specialist

This is highly independent, varied, and complex administrative, clerical, and support work typically involving a major/complex and high profile program or program activity within County government. Work involves considerable public contact work. Employees assigned to this job classification report to employees who are assigned to various job classifications such as, but not limited to EMS Financial Analyst, Program Directors, or Program Managers. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the job description nor the JDQ constitutes an employment agreement. Both are subject to change as the needs of the County and requirements of the job change.

Essential duties include relieving division director of administrative detail and routine office management, coordinating completion of standard reports, handling supply requests, maintaining inventory; maintaining program activity calendar; assisting clients in completing applications, screening customers; responding to e-mails from community based organizations and citizens registering on web sites; customizing databases; and creating forms and templates. Prepares administrative reports and correspondence: develops forms and office procedures related to administrative duties involving travel, leave, purchases, budget, and other documents; answers to requests, handles sensitive/confidential matters such as salaries, budget, and contracts, gathers statistical and other pertinent information for various state and County reports. Maintains ledger/spreadsheets of office expenses. Prepares and routes purchase orders, p-card statements, invoice payments and travel requests/expenses to the appropriate departments. Reconciles program accounts in Banner. Assesses, researches and makes recommendations in the preparation of the annual budget and related reports. Updates web sites. Types letters, memos, forms, reports, agenda items, budget amendments, and other documents; prepares budget amendments; agenda item requests and other reports pertaining to administrative matters; and processes personnel action forms. Maintains specialized computer software programs for program area. Creates, updates, and maintains program database(s). Creates and maintains complex program records/files manually or on computer. This includes web site. Assists with publication of program activities and services. Adds graphics to newsletters, brochures, business cards, fliers, and web site. Operates office digital camera as well as downloads and manipulates digital images for use in publications. Greets visitors: determines their needs and directs them to the proper person and/or office. Reviews staff time sheets and performance evaluations for accuracy, process, and sends to the payroll division. Handles fiscal responsibilities: monitors all expenditures based on available funds using the Banner financial system; completes requisitions; compiles reports of account balances; audits invoices; approves invoice payment; recommends and prepares budget amendments; monitors state funded activities; collects and compiles information for OMB Quarterly reports; participates in budget preparation. Provides office support: researches and prepares special projects; sets up and maintains files and records for office correspondence, documents, reports, and other materials; acts as a liaison, may serve on various committees; composes correspondence for director’s signature; distributes mail; maintains attendance records; assists personnel in obtaining information and in acquiring materials and supplies; arranges conferences/meetings, travel and calendars; and processes citizen requests for services. Assists with special tasks and projects.

Work tasks involve both general and specific knowledge of practice and procedure. Action requires assessment of circumstances or data and making decisions from many known alternatives. Tasks may typically include many unrelated processes and methods, frequent planning for deadlines that are generally unexpected.

Supervision received: Employees in positions assigned to this class assume responsibility; is presumed to know the routine work details and performance standards of the job and to perform the assigned tasks without appreciable advice or spur from the immediate supervisor; plans and arranges own work schedule under specified standard practices; refers questionable items to the immediate supervisor when in doubt as to the procedure. Supervision of others: Employees in positions assigned to this class are typically non-supervisory.

Has contacts by telephone, correspondence, or personal meetings with persons in other divisions and programs or outside the County to obtain or supply factual information; or has contacts with staff or the public involving financial, business, human resources, or similar County services. Tact is required in these contacts and the employee assumes the responsibility for harmonious relationships.

Tools and equipment used include, but may not be limited to computer, fax machine, telephone system, and copier.

Work requires some dexterity and speed for occasional operation of a typewriter, adding machine or simple tools and equipment, and/or, requires some agility, stamina or muscular strength for short periods of standing, walking, bending or lifting.

Knowledge of proper formats, grammar and spelling to compose and edit correspondence. Knowledge of standard office machines, procedures and processes. Knowledge of filing systems. Knowledge of personal software in a Windows environment. Knowledge of the County’s budget process. Thorough knowledge of program functions and activities. Skill to communicate clearly, effectively, tactfully and patiently in-person, on the phone and in writing to a diverse population. Skill to maintain computerized records. Ability to establish and maintain effective working relationships with others. Ability to maintain a courteous and professional demeanor while interacting with customers. Ability to efficiently organize, prioritize, understand and meet deadlines. Ability to initiate and follow through on assignments with attention to detail. Ability to efficiently and accurately schedule meetings and events. Ability to create, prepare, order and follow through on receipt of graphics/publications ordered within established deadlines. Ability to work independently.

Minimum qualifications: Requires a high school diploma or an equivalent and four years of secretarial and/or clerical work experience; or graduation from an accredited four year college or university with a Bachelor’s Degree in accounting, business or public administration or a related field; or an AA degree and two years of related work experience; or an equivalent combination of training and experience. Necessary special requirements: None. Selection guidelines: Formal application, rating of education and experience; oral interview and reference check. FLSA: Non-Exempt or Exempt, depending on the nature of work assignments. Positions assigned to EMS are Non-Exempt. Revision history: July 10, 1998; December 10, 2001; June 26, 2002; on December 4, 2006; February 4, 2016.