CAMPBELL COUNTY
GILLETTE, WYOMING

Administrative Assistant II

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job and/or department.

DEFINITION

To perform a variety of responsible and difficult secretarial and administrative work in support of the assigned office which contribute to efficient operations and require a thorough understanding of department programs and procedures; provide general information and assistance to the public.

SUPERVISION RECEIVED AND EXERCISED

May exercise technical and/or functional supervision over administrative support staff.

Receive general supervision from assigned supervisor.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Important and essential duties may include, but are not limited to, the following:

1. Perform a variety of responsible and difficult secretarial and administrative work in support of the assigned office; relieve management staff of a variety of administrative details.
2. Serve as initial contact person; receive and screen calls and visitors; provide routine and non-routine information; refer more technical questions or issues to appropriate staff; respond to general complaints where judgment, knowledge, and interpretation are utilized; take messages as appropriate.
3. Type, proofread, and word process a variety of routine and non-routine documents including general correspondence, agendas, reports, newsletters, and memoranda; may compose letters, memoranda, or basic reports as instructed; arrange for or distribute copies of material.
4. Receive, open, review, sort, date stamp, and distribute office mail.
5. Operate modern office machines and equipment including PCs, typewriters, printers, copiers, postage meters, calculators, radio, and fax machines; routine and non-routine use of office software applications.
6. Perform routine and non-routine bookkeeping duties which may include accounts payable, receivable and billing; collect, receipt, count, and balance money; issue receipts; maintain record of transactions.
7. Order, receive, inventory, store, and distribute supplies; contact vendors and suppliers as needed; maintain related records.
8. Initiate and maintain a variety of files and records for information related to the assigned office; ensure proper filing of documents in departmental or central files; maintain and update resource materials.
9. Provide information and forms to staff and the public; apply and may interpret department/county policies, procedures, services, and operations.
10. Coordinate the flow of communication through the assigned office in an efficient and effective manner with staff, the general public, businesses, and others.
11. Maintain a calendar of department activities, meetings, and various events; schedule meetings and arrange for room set up; arrange for necessary materials to be available at meetings.
12. Plan, organize, and carry out administrative assignments; compile and organize information and data from various sources on a variety of specialized topics related to programs in assigned area.
13. Prepare agendas and packets for meetings; take and transcribe minutes.
14. Participate and assist in the administration of the assigned office; organize and facilitate activities of the assigned office; recommend procedural changes affecting support activities.
15. May assist in the collection and organization of budget information from staff; monitor assigned budget line item; provide status reports as required.
16. May verify accuracy of employee time cards and enter payroll data.
17. Assist in a variety of department operations; perform special projects and assignments as requested.
18. May serve as secretary to various committees, commissions, and task forces; prepare, copy, and distribute meeting agendas and related materials, minutes, resolutions, or other formal documents.
19. Develop, verify and review forms and reports for completeness and conformance with established regulations and procedures; apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, records, and files.
20. Prepare and initiate purchase orders for assigned department; ensure items are posted correctly.
21. Oversee assigned work activities and projects; evaluate work products, methods and procedures.
22. Adhere to safe work practices and procedures.
23. Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase knowledge; serve on committees as assigned.

OTHER JOB RELATED DUTIES

• Perform related duties and responsibilities as assigned.
• Provide backup support as needed.

JOB RELATED AND ESSENTIAL QUALIFICATIONS

Knowledge of:

• Modern office procedures, methods, and equipment.
• English usage, spelling, vocabulary, grammar, proofreading, and punctuation.
• Principles and procedures of record keeping.
• Mathematical principles.
• Bookkeeping practices.
• Secretarial and administrative support techniques.
• Principles and practices used in dealing with the public.
• Principles and practices of data collection and report preparation.
• Policies and procedures of assigned department.
• Principles of business letter writing.
• Practices used for recording and transcribing minutes.
• Basic principles of budget preparation and monitoring.
• Word processing methods, techniques, and programs including spreadsheet and data base applications.

Skill to:

• Operate modern office equipment.
• Type and enter data at a speed necessary for successful job performance.
• Transcribe minutes.

Ability to:

• Perform a variety of responsible and difficult secretarial and administrative work in support of the assigned office which contribute to efficient operations.
• Understand the organization and operation of the assigned department and the County necessary to assume assigned responsibilities.
• Prepare correspondence, memoranda, and minutes of meetings.
• Compile and prepare a variety of administrative reports.
• Apply bookkeeping practices to the maintenance of account records and statements.
• Schedule and coordinate projects; set priorities; adapt to changing priorities.
• Work cooperatively with other departments, County officials, and outside agencies.
• Respond to requests and inquiries from the general public.
• Determine and maintain confidentiality.
• Plan and organize work to meet schedules and time lines.
• Communicate clearly and concisely, both orally and in writing.
• Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

EXPERIENCE AND TRAINING GUIDELINES:
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:

• Three to four years at the Administrative Assistant I level.

Education/Training:

• Equivalent to a high school education including general office training.

LICENSES, CERTIFICATES, OR REGISTRATIONS:
Must be current or obtained within a specified time frame as defined upon employment.

• None

WORKING CONDITIONS:
Essential duties require the following:

Working Environment:

• Minimal exposure to undesirable working conditions or exposure.

Physical Activities:

• Essential functions require maintaining physical condition necessary for minimal physical effort such as sitting, standing, walking, kneeling, crouching/stooping/squatting, twisting upper body, and lifting an average of 10 lbs.