Administrative Assistant

Sutter County Human Resources; Yuba City (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

Sutter County Development Services seeks an Administrative Assistant to support the Director and Division Program Manager, handling a wide range of office tasks and coordinating with County HR.

The role emphasizes calendar management, information liaison, payroll and budgeting assistance, and document control in a public agency environment.

Qualifications

• 4+ years of progressively responsible secretarial or administrative experience.
• Experience supporting a director or division manager preferred.
• General knowledge of office procedures and basic accounting concepts.

Responsibilities

• Prioritizes and maintains department calendars; schedules meetings and appointments.
• Screens visitors/calls; provides information or directs to appropriate staff.
• Acts as liaison between staff and County Human Resources.
• Performs new employee orientation sessions and supports interview coordination.
• Processes payroll and personnel forms; reviews time sheets.
• Maintains confidential records and handles filing and record keeping.
• Assists with department budgets, grants, and contract monitoring.
• Prepares reports, correspondence, and travel arrangements for staff.

Skills

Administrative support

Office management

Communication

Education

High school diploma

Tools

Microsoft Office

G Suite

Job description

Development Services is seeking an Administrative Assistant to join their team.

An Administrative Assistant performs unusually difficult and complex work as administrative assistant to the Director and/or Division Program Manager; relieves the Director and/or Division Program Manager of a variety of administrative and office details; provides information to the public; may supervise and coordinate other staff.

NOTICE: All correspondences, notices and invitations to test and/or interview will be via e-mail through Governmentjobs.com/NEOGOV. Please be sure to set-up your inbox to receive them or check your junk-mail to make sure you are receiving Sutter County's recruitment communications. The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other related duties may be required and assigned.

1. Prioritizes and maintains the department and/or division calendar; schedules appointments and arranges meetings.
2. Screens visitors and incoming telephone calls and correspondence; refers to other staff members for reply or personally issues authoritative information on established programs and policies where appropriate.
3. Acts as liaison between employees and County Human Resources.
4. Performs department and/or division new employee orientation sessions.
5. Provides information to candidates for employment and assists with coordinating the interview process.
6. Processes payroll and personnel forms for department and/or division; reviews and maintains payroll time sheets.
7. Maintains confidential records and files; oversees the filing, logging in, and maintenance of a wide variety of documents.
8. Provides information on County and/or departmental policies and procedures; performs routine research to respond to inquiries.
9. Serves as liaison between Director and/or Division Program Manager, other agencies, and the public in receiving and communicating information.
10. Monitors legislative activities; accesses updates via computer system; advises appropriate personnel of legislation affecting the department and/or division.
11. Prepares department and/or division budget; assists in monitoring current budget and assists in managing grants and contracts. Manages grant modifications and requests grant reimbursements.
12. Compiles preliminary budget data and labor rates for department and/or division as needed and manages budget on an ongoing basis; prepares department and/or division’s yearly budget.
13. Oversees claims processing and department and/or division accounting of payments for services rendered; prepares journal entries and deposit permits.
14. Types correspondence, reports and various other materials from rough drafts, dictation, or other sources; reviews outgoing correspondence prepared by other staff members for the Director and/or Division Program Manager’s signature for consistency with administrative policy, format, or clerical correctness.
15. Composes or completes staff reports on various subjects from general instructions or independently in accordance with administrative policies or procedures.
16. Makes travel arrangements for the Director and/or Division Program Manager and staff.
17. Trains, instructs, directs and assists other staff as assigned.
18. Performs other administrative duties as required including ordering office supplies and equipment, maintaining miscellaneous report and tracking logs; handles public records act requests for the department and/or division.
19. Maintains the department and/or division’s social media and website pages.

The following are the minimum qualifications for this position. Possession of these qualifications does not ensure that an applicant will be interviewed. Applications will be reviewed in comparison with all other applications received.

Knowledge of: The organization, functions, policies, and practices of County government; the principles of office management, supervision, and standard record keeping procedures as they relate to the work of the office; analytical methods and techniques; the principles and practices related to the development of financial reports, budget requirements; general knowledge of basic accounting; principles and practices necessary to develop, control, and monitor a wide variety of program budgets; statistical methods, personal computer applications dealing with spreadsheets and database systems administration; knowledge of billings and statistical systems; receptionist and telephone techniques; correct English usage, spelling, grammar, and punctuation; letter and report writing; comprehensive filing systems to maintain historical documents and accurate record keeping systems.

Ability to: Perform responsible administrative and secretarial work with speed and accuracy; learn, interpret, and apply specialized policies and procedures; follow oral and written directions; develop and implement accounting systems and procedures; apply established methods of a variety of accounting transactions and problems; work independently in the absence of supervision; maintain cooperative relationships with those contacted in the course of work; use good judgment in choosing among available alternatives, in recognizing scope of authority, in seeking assistance, and in making referrals; handle confidential material and contacts with discretion; supervise and coordinate the work of subordinates; handle demanding situations requiring diplomacy, poise, and firmness; communicate clearly and concisely, orally and in writing; compose clear and concise correspondence; work effectively under pressure; deal tactfully and courteously with officials, the press, and the general public. Utilize word processing, spreadsheet, and other relevant software programs on a personal computer; Type at 55 W.P.M. (net).

Education and Experience: Equivalent to the completion of business or secretarial courses and at least four years of increasingly responsible secretarial or accounting experience including one year of clerical support service to a high-level administrator in an organization; job related education may be substituted for one year of the required experience on a year for year basis; or any combination of education and experience that provides equivalent knowledge, skills, and abilities. Supervisory experience desirable for some positions.

Essential Duties require the following physical skills and work requirements: Requires the ability to maintain mental capacity which allows the capability of exercising sound judgment and rational thinking under varied circumstances; exert a small amount of physical effort in sedentary to light work involving moving from one area of the office to another; hear and communicate orally; sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as using a computer, typing, filing, data entry, and/or use of calculators, ten-key adding machine, or other office equipment or supplies; ability to operate a motor vehicle. Work is primarily performed in an office environment, and the position may require prolonged periods of computer and monitor use.

Disaster Service Workers: All Sutter County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to perform certain emergency services at the direction of the department and/or County.

License or Certificate: This classification may require a valid California driver’s license.

Recruitment Process: The recruitment process for this position includes completing an application, typing test and participating in oral interview(s). Please notify the Human Resources Department prior to the final filing date for this position if you believe you have a disability, which would make it difficult to participate in any portion of the recruitment process and would require reasonable accommodation. Sutter County reserves the right to require medical documentation concerning the need for accommodation. Offers of employment are contingent upon investigation of employment history, references, drug testing, medical review/exam and fingerprinting in addition to other appropriate requirements of the position.

NOTE: Sutter County utilizes E-Verify to confirm the eligibility of employees to work in the United States.

The County of Sutter is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodation to qualified individuals with disabilities. Sutter County encourages both incumbents and individuals who have been offered employment to discuss potential accommodations with the employer.