Job Summary
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will be responsible for providing exceptional customer service, managing office tasks, and supporting various administrative functions. This role requires strong time management skills and the ability to handle multiple priorities in a fast-paced environment. The Administrative Assistant will play a crucial role in ensuring the smooth operation of our office, making it essential for candidates to have experience in clerical duties and proficiency with office equipment.

Coordinates, maintains, and oversees the activities of a specialized section. May supervise, train, plan, assign and review the work of support staff. Reviews and recommendations of changes in operating procedures. Renders direct assistance to a technical or administrative superior in the overall administration of division operations. Maintains a variety of records, compiles data, completes legal forms, timekeeping and/or payroll, and types of reports and letters. Maintains operational procedures and schedules; prepares operational reports and related data; assists in the administration of department budgets. Attends meetings, distributes agendas, takes and/or transcribes minutes, composes and distributes reports of proceedings. Advises the general public, County employees, employees from other governmental agencies and/or organizations of departmental policies and procedures; resolves difficult customer relation problems that cannot be handled by supporting clerical staff. Receives and investigates complaints and suggestions from citizens, civic organizations, municipal officials or other sources. Coordinates with appropriate County agencies to resolve complaints; makes recommendations as to appropriate courses of action to be taken in the resolution of various problems. Performs related work as required.

Responsibilities

• Provide excellent customer service by greeting visitors and answering inquiries in a professional manner.
• Manage phone systems, directing calls to appropriate personnel and taking messages as needed.
• Perform clerical duties such as filing, data entry, and maintaining organized records.
• Assist with calendar management, scheduling appointments, and coordinating meetings.
• Support medical or dental reception functions by managing patient records and appointment schedules.
• Maintain office supplies inventory and order supplies when necessary.
• Collaborate with team members to ensure efficient office operations and support various departments as needed.

Experience

• Previous experience as an Administrative Assistant or in a similar clerical role is preferred.
• Familiarity with medical or dental receptionist duties is a plus.
• Strong time management skills with the ability to prioritize tasks effectively.
• Proficient in using office software and phone systems.
• Excellent communication skills, both verbal and written.
• Ability to work independently as well as part of a team in a dynamic environment.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of the principles of organization and public administration. Thorough knowledge of the functions, operations and structure of county government.

Thorough knowledge of office practices, procedures, systems and equipment. Some knowledge of the standard practices in the fields of personnel management, budgeting and accounting. Some knowledge of county ordinances, laws and regulations. An ability to plan, direct and coordinate the work of others when required by assignments. Ability to prepare complex written reports. Ability to express ideas effectively, both orally and in writing. Ability to establish and maintain effective working relationships as necessitated by work assignments. Ability to compose original correspondence from general instructions. Ability to understand and carry out moderately complex oral and written instructions. Ability to set up and maintain departmental clerical records and to prepare reports from such records. Ability to receive the public with considerable poise, tact, and courtesy.

MINIMUM ENTRANCE REQUIREMENTS

Graduation from high school or an equivalent recognized certification; AND four (4) years of experience of progressively responsible office experience, which includes which includes six (6) months reviewing, overseeing, and leading the work of others.

We invite motivated individuals who are eager to contribute to our team while developing their skills in an administrative capacity.

The position is from Monday to Friday, 8 am to 5 pm