GUILFORD COUNTY GOVERNMENT

Empower Successful People to thrive in a Strong Community supported by Quality Government

Description

GENERAL STATEMENT OF DUTIES
Under minimal supervision, provides administrative and clerical support to a department within the organization or the organization as a whole.
 
DISTINGUISHING FEATURES OF THE CLASS
Employees in this class may be responsible for typing correspondence and memos; greeting visitors; tracking expenses; coordinating schedules and/or making reservations; assisting with the employment process; maintaining calendars; preparing reports; ordering office supplies and other administrative services as requested. May serve in an entry level supervisory role for subordinate clerical staff as needed by the department. Responds to inquiries from colleagues and visitors requiring a complex understanding of County or departmental policies and procedures.  Representative inquiries may involve making selections for external activities or explaining decisions made by the department.  Ensures inquiries are addressed and resolved.  Highly complex inquiries are escalated to higher levels within or outside of the department.  Work usually requires considerable public contact with program clientele, employees, other departments or the public.  Positions operate with a high level of independence.  Positions in this class routinely conduct research and analysis for unit or special reports or special assignments.  Work is evaluated for proper application of policies and procedures and for quality and completeness of reports and recommendations.

Examples of Duties

DUTIES AND RESPONSIBILTIES
Essential Duties and Tasks
 

• Coordinates the administrative work of the unit or department and office support staff.
• Provide recommendations and updates manuals and procedures for own area., including necessary forms design; trains employees in work procedures.
• Creates filing systems and monitors efficiency.
• Assists in department or area budget planning/preparation. May analyze and/or maintain department/area/divisional budgets.
• Answers questions from employees or the public concerning policies, procedures, or deadlines.
• Interpret and explains policies, procedures, records, etc.
• Provides training and technical assistance to staff.
• May delegate to and follow up on work of others.
• Communicates, interprets and trains others on departmental policies.
• May audit work of others for accuracy.
• May assist in the hiring decisions for subordinate administrative staff and lead other assistants or office specialists.
• Updates policies and procedures for the area to which assigned.
• Conducts or attends meetings, hearings, or conferences regarding unit activities.
• Serves on department management team or special committees representing their area or responsibility
• Manages accounts payables for the department 
• Oversees travel for the Board of County Commissioners

 
RECRUITMENT STANDARDS
Knowledge, Skills, and Abilities

• Considerable knowledge of office systems and techniques (hardware and software) in order to enter data, set up functions, create spreadsheets and word documents, and process information;
• General knowledge of accounting practices and principles, budgeting/fiscal management, and/or understanding of databases.
• Ability to practice effective communication techniques both orally and in writing;
• Considerable knowledge of effective administrative practices and ability to plan and coordinate the work of others.
• Ability to analyze and interpret policy and procedural guidelines.
• Ability to work independently and exercise good judgment.
• Skill in navigating related departmental software.
• Skill in organizing work flow and coordinating activities.

Typical Qualifications

Minimum Qualifications:
Bachelor's degree from an accredited college or university with one year of progressively responsible administrative, office management experience; OR Associates Degree with three years of progressively responsible administrative or office management experience; OR, High School with five years of progressively responsible administrative or office management experience. 
 
Preferred Qualification: Associates or Bachelor's degree.
 

Supplemental Information

Physical Demands:
Work is sedentary.  Typically, the employee may sit comfortably to do the work.  However, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, driving an automobile, or use of a PCs or other VDTs to accomplish work objectives.  No specific physical demands required.  Mental demands and normal stress regarding achieving work deadlines are present
 
Working Conditions:
 

1. Environment: Work environment involves normal, everyday discomforts or unpleasantness.  Work area has adequate light, heat, and ventilation; environment is organized and stable.
2. Hazards: Work presents no significant hazards to employees

May Require Driving
This position may require driving for this position whether driving a County owned or personal vehicle to conduct county business such as but not limited to attending conferences, meetings, or any other county related functions.   Motor Vehicle Reports may be verified for valid driver's license and that the driving record is compatible with the county's driving criteria.
If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County's vehicle use policy.

Special Note: This generic class description gives an overview of the job class, its essential job functions and recommended job requirements.  However, for each individual position assigned to this class, there is available a completed job description with physical abilities checklist which can be reviewed before initiating a selection process.  They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions.
 

 

Guilford County is committed to providing Equal Employment Opportunity (EEO) to employees and applicants for employment regardless of color, religion, sex, national origin, age, disability, genetic information, sexual orientation or political affiliation.  The County is committed to complying with all applicable federal, state and local laws that pertain to employment, and to providing a work environment that is free from discrimination of any kind. If you need an auxiliary aide, make the request forty-eight (48) hours in advance of the time the accommodation is needed by calling 336-641-3324.