LA PLATA COUNTY
invites applications for the position of:
Administrative Assistant II
An Equal Opportunity Employer
SALARY: $15.36 Hourly
OPENING DATE: 09/18/18
CLOSING DATE: 09/29/18 05:00 PM
Coordinates and performs a variety of administrative and technical functions in support of department or division. Examples of duties include: composing correspondence; developing various, complex reports by researching and gathering information/statistics; coordinating and attending meetings and composing minutes; maintaining related files; tracking department or division expenditures and performing other clerical functions related to department or division operations.
ESSENTIAL JOB FUNCTIONS:
Essential functions may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. Reasonable accommodations, as defined under the American with Disabilities Act, will be made when possible.
Coordinates and processes administrative support functions related to department or division programs and activities; including: preparing files; maintaining confidential records, documents and correspondence, purging records and files and assuring that reporting processes and procedures and followed; scheduling and coordinating services.
Prepares complex, routine and non-routine reports utilizing a variety of software; receives, sorts, and summarizes material for the preparation of daily, monthly and annual reports; prepares work reports; prints various reports; relays and interprets administrative decisions, policies and instructions; performs research on assigned subjects for staff and management.
Composes and prepares letters, memos, notices, agendas, reports or other correspondence in accordance with standard policies; proofs correspondence and related documents of staff; composes confidential correspondence and maintains files associated with same; processes routine and non-routine matters independently; composes confidential correspondence and maintains files associated with same.
Creates and maintains filing systems; cross-indexes and files documents and correspondence.
Maintains routine financial records; oversees department purchasing, accounts payable and accounts receivable processes including: coordinating orders; ordering and maintaining supplies; receiving and reconciling shipments with purchase orders; preparing invoices for payment; posting charges; posting and processing checks; monitoring accounts; collecting fees; preparing deposits; and maintaining petty cash.
Takes, transcribes and/or distributes statements, reports, minutes, interrogations and notes from a variety of sources.
Maintains tracking systems for inventories; audits inventory; develops required reports and disseminates information.
Coordinates permits and other application processes, including: reviewing and processing permits/applications; entering information into computer system; issuing permits; receiving and receipting fees; managing permit record system; researching permits; and assisting customers with questions.
Assists in researching, purchasing and implementing computer software; maintains and updates software programs.
Retrieves, opens, stamps, sorts, and distributes incoming mail; prepares and processes outgoing mail, mass mailings, etc.; determines appropriate routing for correspondence; receives and distributes faxes and email; and checks voice mail.
Coordinates and schedules appointments, meetings, or reservations at the request of staff; prepares the location, photocopies materials and prepares agendas; coordinates travel arrangements; makes reservations.
Answers, screens and/or routes incoming telephone calls; provides information to callers, receives citizen complaints, and directs calls and messages to appropriate person.
Catalogues, maintains and coordinates department or division information, brochures, informational forms, training materials, applications, mailing lists, calendars, etc., related to department or division events, activities and schedules; mails information, as requested.
Interviews, screens, greets visitors and the general public; provides customer service and support; responds to inquiries and directs individuals to the appropriate area or assists them with information on departmental services and functions.
Maintains department personnel files, including: maintaining employment, training and certification records; and tracking and filing employee evaluations; prepares new hire information for department or division staff, including: obtaining position and salary information; obtaining copies of documents, fingerprints and photographs; completing personnel actions and related forms; obtaining signatures; conducting background checks, licensing information and other investigative information and verifies information at the request of staff; preparing related paperwork; processes information for terminated employees; prepares exit forms.
Coordinates various payroll processes and related personnel information, including: payroll time sheets; researching missing time sheets; reviewing/completing computations and leave designations; verifying signatures and account distribution of hours; forwarding to Finance; distributing payroll checks and related information to employees; and maintaining related files.
Interacts with a variety of high level individuals, both internally and within the community to provide information, disseminate departmental information and assist in resolving administrative issues.
Reports administrative and/or operational problems to supervisor.
May deal with sensitive and confidential personnel matters at the direction of senior level staff and/or the department director.
IMPORTANT JOB FUNCTIONS:
Provides notary services.
Photocopies reports, memos, and other various documents for requesting parties; develops various forms.
Orders office supplies to maintain sufficient inventory for office use; orders equipment and maintains records regarding same.
Maintains department information, brochures, informational forms, applications, mailing lists, calendars, etc., related to department or division events, activities and schedules; mails information, as requested.
Disseminates a variety of information to various agencies, divisions, or departments via telephone, mail or FAX.
Prepares and laminates identification cards/badges; photographs and fingerprints individuals, as required.
May serve as backup for other positions within the department.
Performs other related duties as assigned.
MATERIAL AND EQUIPMENT USED:
General Office Equipment
Document Binding Machine
MINIMUM QUALIFICATIONS REQUIRED:
Education and Experience:
High school diploma or GED; and,
Three to four years of progressively responsible related experience; or,
Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Licenses and Certifications:
Valid Colorado Driver's License
Ability to achieve NCIC/CCIC Operator Certification (depending on assignment)
Notary Public (depending on assignment)
KNOWLEDGE, SKILLS AND ABILITIES:
General office procedures, policies and practices, as well as basic knowledge of computer and other general office equipment.
Correct English usage, including spelling, grammar, punctuation, and vocabulary.
Office administrative and secretarial practices and procedures, such as business letter writing.
Record keeping, report preparation, filing methods and records management techniques.
Human resources policies.
Complex accounting and budgeting principles and practices.
Customer service techniques.
Applicable state, federal and local ordinances, laws, rules and regulations.
All computer applications and hardware related to performance of the essential functions of the job.
Preparing clear and concise reports, correspondence and other written materials.
Using tact, discretion, initiative and independent judgment within established guidelines.
Using a computer to accurately and rapidly enter and retrieve data and information.
Organizing work, setting priorities, meeting critical deadlines and following up assignments with a minimum of direction.
Typing from rough draft or printed text at a rate of 50 net words per minute.
Taking and transcribing notes.
Communicating orally and in writing with internal staff, citizens, and other departmental staff in order to give and receive information in a courteous manner.
Operating and routine maintenance of general office machines such as copiers, facsimile machines, telephone systems, and two-way radio base stations.
Analyzing and resolving office administrative situations and problems.
Researching, compiling, and summarizing a variety of informational and statistical data and materials.
Applying logical thinking to solve problems or accomplish tasks; understanding, interpreting and communicating complicated policies, procedures and protocols.
Mental and Physical Abilities:
Ability to read and interpret documents such as safety rules, operation and maintenance instructions, procedure manuals, and so forth.
Ability to understand and carry out written and oral instructions, giving close attention to detail and accuracy.
Ability to establish and maintain effective working relationships with a variety of individuals.
Ability to make decisions in accordance with rules, regulations and procedures.
Ability to rapidly and accurately take and transcribe oral or tape dictation through the use of speed writing, shorthand, or dictating equipment (at the discretion of the supervisor).
Ability to draft and type correspondence.
Ability to add, subtract, multiply and divide whole numbers, common fractions and decimals.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to act with discretion and maintain confidentiality.
While performing the essential functions of this job, the incumbent is regularly required to sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and push, pull and/or lift up to 10 pounds occasionally.
Non-Discrimination and Affirmative Action Statement
La Plata County prohibits discrimination against or harassment of any person employed or seeking employment with La Plata County on the basis of race, color, religion, sex (including pregnancy), age, national origin, disability, veteran status, political affiliation, sexual orientation, gender identity, marital status or genetic information.
La Plata County is an affirmative action/equal opportunity employer. La Plata County takes affirmative action to assure equal employment opportunity for protected classes, persons with disabilities and for covered veterans. Covered veterans include: special disabled veterans, recently separated veterans, Vietnam era veterans, or any other veterans who served on active duty during a war or in a campaign or expedition for which a campaign badge was authorized.
Inquiries regarding La Plata County's equal employment opportunity policies may be directed to:
Director of Human Resources
1060 Main Avenue, Suite 106
Durango, CO 81301
APPLICATIONS MAY BE FILED ONLINE AT:
OUR OFFICE IS LOCATED AT:
1060 Main Ave #106
Durango, CO 81301
ADMINISTRATIVE ASSISTANT II
Equal Opportunity Employer: We consider applicants for all positions without regard to race, color, religion, sex, national origin, age, or marital status, the presence of a medical condition or handicap, or any other legally protected status.
If you prefer you can just print out the Job Application Form and fill it in by hand. Print applications are also available at the LPC Human Resources Department, 1060 Main Ave Suite 106, Durango, CO 81301 and the LPC Courthouse Information Desk, 1060 E. 2nd Avenue, Durango, CO 81301.
All applications must be signed and returned to the Human Resource Department or the Courthouse Information Desk. For additional information, contact Human Resources at 970-382-6361. EOE