Administrative Assistant

CLASSIFICATION TITLE:

Administrative Assistant

SALARY:

$52,892.12 - $68,411.53

DEPARTMENT:

County Executive

Opening Date:

03/14/2025

Closing Date:

03/28/2025 12:00 a.m.

**This position provides clerical support to high-level executives, handling scheduling, correspondence, and confidential information with the utmost discretion.

FLSA STATUS: Non-exempt – Overtime pursuant to Human Resources and Labor Relations Policy

EMPLOYMENT RELATIONSHIP: Just cause subject to probationary period

GENERAL SUMMARY:

Provides secretarial and administrative support of a highly independent and confidential nature to an Elected Official/Department Head or high level administrator.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Provides administrative support to ensure departmental compliance with departmental processes and standards.
 

Responds to requests for information regarding departmental operations, as directed.
 

Coordinates the appointment calendar and/or schedule for an assigned individual or individuals, which includes initiating, tracking, and hosting meetings and activities, event planning, making travel arrangements, and other related duties.
 

Coordinates daily office operations and functions of the office and the office clerical support team.
 

Compiles and prepares confidential reports, correspondence, and other documents.
 

Attends and represents the department in a variety of meetings and public events.
 

Answers calls and walk-ins and provides information or directs to appropriate party.
 

Sorts, processes, and delivers incoming and outgoing mail and e-mail.
 

Prepares agendas, minutes, and board packets.
 

Performs related work as required.

QUALIFICATIONS:

Required Education and Experience:

• High school diploma (or GED equivalent)

• Five (5) years of office clerical work experience

• Administrative support experience

Preferred Education and Experience:

• Associates degree or higher

• Administrative support experience with a high level administrator
   

Required Licenses or Certifications

• Possession of a valid Michigan driver’s license and operable, insured automobile for authorized travel

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES:

Knowledge of:

• Procedures, regulations, and processes specific and exclusive to the proper functioning of government agencies

• Departmental policies, procedures, and practices

• Modern office procedures and methods

• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County

• Principles and practices of basic bookkeeping and invoice processing

• General clerical/administrative support and secretarial processes common to office administration

• Accounts receivable and payable procedures

• Payroll processing and timekeeping

• Manual and electronic filing and record keeping procedures and retention schedules

• HIPAA and other laws or County policies for maintaining record confidentiality

• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation

• A variety of programs eligibility, enrollment and verification policies and practices

• Database applications and report writing, data mining and collection for operational review

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public

• Providing customer service to internal and external customers via phone, email and in-person

• Performing a variety of duties, often changing from one task to another of a different nature

• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios

• Organization and time management

• Assigning, prioritizing, monitoring, and reviewing work assignments

• Operating personal computers with current versions of office efficiency software and applications

• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting