Administrative Assistant

Administrative AssistantProvides a variety of administrative functions to assist department staff in carrying out administrative activities. An employee in this class is responsible for providing a variety of administrative functions in assisting the Director and other staff in daily affairs. Interprets, develops, and carries out policies and procedures for all programs. Work also includes greeting the public and all other persons as they enter the Inspections Department. Employee should have considerable knowledge of effective practices to plan and ensure the public and clients are greeted and helped in a timely manner with a comprehensive responsibility for administrative operations. Work is performed under direct supervision of the Inspections Director.Responsibilities include serving as administrative support to the department; screening calls and inquiries, securing and giving information; scheduling inspections and entering information into the computer system; developing and revising work procedures and methods; securing information via telephone or personal contact; selecting appropriate materials to answer questions and often handling the inquiries independently; handling confidential or sensitive information in an appropriate manner; using Microsoft Office in generating correspondence, memoranda, notes, reports or other materials; reviewing work for compliance with instructions, spelling, punctuation and basic grammar; proofreading final copies of materials; handling receipt of money and funds for its security and appropriate deposit; general knowledge of local, state, and federal regulations pertaining to the office operations of a land use regulation department; maintaining contact with local and state agencies as well as private entities to gather information and/or explain agency policies and procedures; and performing other duties as assigned.Knowledge, skills, and abilities include thorough knowledge of office practices and procedures; ability to analyze and interpret policy and procedural guidelines and to resolve problems and questions independently; thorough knowledge and ability to use correct grammar, vocabulary, and spelling; considerable knowledge of County function to which assigned and related policies, procedures, and regulations; ability to be tactful and courteous, communicate effectively in person and by telephone; ability to gather and give basic information and instructions on departmental programs based on inquiries; ability to gather and compile materials from a variety of sources; ability to use a wide variety of word processing and other computer software to generate work for the office assigned; ability to use judgment in organizing and establishing priorities and work assigned; must be skilled in organizing work flow and coordinating activities; ability to handle and process sensitive and confidential information and data appropriately; ability to record information and balance figures; ability to compile information based on general instructions; and ability to arrange and place records, reports and files into a proper sequence; establish and maintain inventory records management systems; and ability to establish and maintain effective working relationships with supervisor, employees, and the general public.Required minimum education/experience includes a high school diploma or equivalent and four years of progressively responsible secretarial/administrative experience including substantial public contact; or a two-year secretarial science or business administration program and two years of responsible secretarial or clerical/administrative experience; or equivalent combination of education and experience.