ESSENTIAL FUNCTIONS

Under limited supervision, provides complex, confidential, and department-wide administrative support to the PHSS Director, Deputy Director, Business & Office Manager, and department managers. Coordinates executive-level administrative functions, meeting support, public disclosure coordination, contract tracking, records management, onboarding and training logistics, purchasing support, and follow-up on operational deadlines. Serves as a lead administrative support role for workflow coordination and procedure consistency. 

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities.  Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Provides complex and confidential administrative support to the Director, Deputy Director, Business & Office Manager, and department managers, including calendar coordination, meeting scheduling, document preparation, routing, and follow-up on time-sensitive priorities. 
• Coordinates public records request intake, tracking, routing, and response support, while maintaining department filing systems, retention schedules, policy manuals, archived records, and related administrative documentation in accordance with County processes. 
• Prepares and maintains correspondence, forms, reports, agendas, meeting minutes, resolutions, BOCC/BOH materials, and other department documentation as assigned. 
• Maintains PacketWriter files, gathers supporting documents, tracks due dates, monitors signature/routing status, and sends reminders. 
• Provides administrative support for budget, billing, and purchasing processes, including coding assistance, invoice routing, approval tracking, billing packet preparation, and documentation follow-up. 
• Provides backup or administrative support for cash receipting controls, documentation, and reporting processes as assigned. 
• Coordinates departmental human resources functions including recruiting, employee orientation, and staff training; maintains personnel and medical records.
• Coordinates department-wide office systems and support requests, including supply orders, shared purchasing accounts, workspace logistics, office equipment, inventory tracking, facilities work orders, IT requests, and related follow-up with staff or coordinating departments. 
• Leads, trains, guides, and supports assigned clerical or administrative personnel; helps monitor workflow consistency and compliance with department procedures. Formal supervision, performance management, and personnel action authority are assigned by management.
• Travels to various County offices, meeting locations, vendors, training sites, and other work-related locations as needed to coordinate department business, deliver or retrieve documents and supplies, attend meetings, support records or contract processes, and complete administrative assignments.

WORKING ENVIRONMENT / PHYSICAL DEMANDS

Work is performed in a standard office environment and involves sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects up to 35 pounds.

REQUIRED QUALIFICATIONS

• Associate’s Degree in Business Administration or a closely related field; AND four (4) years’ experience as an administrative assistant, including one (1) year supervisory experience.
• A valid Driver’s License is required.

• Experience coordinating contract review, processing, and tracking
• Experience assisting with budget administration, invoice processing, cash receipting, and reconciliation
• Experience coordinating recruitment, onboarding, training, or other HR-related administrative functions
• Experience preparing agendas, minutes, resolutions, contracts, reports, and correspondence
• Experience providing confidential administrative support to executive-level management

COMPETENCIES (Knowledge, Skills, Abilities, and Behaviors)

Knowledge of:

• Department or local government administrative operations.
• Records retention, public records coordination, and confidential records handling.
• Meeting coordination, agenda preparation, meeting minutes, and board/committee support.
• Contract routing, purchasing processes, and administrative file management.
• Basic budget, billing, invoice routing, and accounting support processes.
• Office systems, tracking tools, Microsoft Office, and shared document management systems.

• Coordinating complex administrative workflows, tracking deadlines, and following up on pending items.
• Preparing professional correspondence, agendas, minutes, reports, forms, resolutions, contracts, and other department documents.
• Maintaining confidential records, personnel-related documents, policy manuals, filing systems, and archived records.
• Communicating professionally with staff, County offices, vendors, outside agencies, board members, and the public.
• Exercising discretion, judgment, organization, and attention to detail in a fast-paced office setting.
• Training, guiding, or supporting clerical/admin staff and helping improve consistency in administrative procedures.

• Learn and follow County policies and procedures.
• Coordinate administrative priorities, deadlines, meetings, and follow-up items with limited supervision.
• Handle confidential and time-sensitive information with discretion, accuracy, and professionalism.
• Communicate clearly and professionally with leadership, staff, County offices, outside agencies, vendors, board members, and the public.
• Organize and maintain accurate records, files, tracking systems, meeting materials, and administrative documentation.
• Exercise sound judgment, adapt to changing priorities, and know when to escalate items to management.

• Regular and reliable attendance.
• Maintains confidentiality, professionalism, and discretion.
• Demonstrates attention to detail, accountability, and follow-through.
• Takes initiative to identify workflow gaps and improve administrative consistency.
• Works collaboratively and communicates proactively with staff and management.

Lewis County is an equal opportunity employer that provides access, free from discrimination based on race, color, national origin, religion, age, sex, marital status, sexual orientation, military or veteran status, pregnancy, disability, genetic information or any other basis protected by law in employment or provisions of services.