Administrative Assistant - Admin/JC Campus

Bucks County, PA; Doylestown (Bucks County); On-site; USD 36,000 - 48,000; Full time

Job summary

Bucks County Administrative Office is seeking an Administrative Assistant to support the General Services Division, provide scheduling, communication, and clerical support for county facilities. This role includes payroll processing, timekeeping, mail handling, and coordination of work orders to ensure smooth operations.

The ideal candidate has a high school diploma, proficient Microsoft Office 365 skills, strong multi-tasking ability, and attention to detail.

Qualifications

• High school diploma or equivalent.
• Ability to multi-task in a busy office environment.
• Organized, accurate, and able to carry out directions to achieve the end goal.
• Proficient in Microsoft Office 365 Software (Outlook, Excel, Word, PowerPoint) with a keyboard skill of 40 wpm.

Responsibilities

• Pulls callouts from designated voicemail and notifies supervisors and staff.
• Reads and routes incoming mail and answers phones.
• Monitors ServiceNow workorder system and assigns workorders.
• Processes payroll and timecards for campus staff.
• Records time off requests and maintains records in OnBase.
• Tracks overtime and FMLA for campus personnel.
• Posts weekly job requisitions and processes accounts payables/invoices.
• Works independently and with staff to support projects and operations.

Skills

Multi-tasking

Organized

Microsoft Office 365

Typing 40 wpm

Problem solving

Motor coordination

Working speed

VDT ability

Education

High school diploma or equivalent

Tools

Outlook

Excel

Word

PowerPoint

Job description

This website is AudioEye enabled and is being optimized for accessibility. To open the AudioEye Toolbar, press "shift + =". Some assistive technologies may require the use of a passthrough function before this keystroke. For more information, activate the button labeled "Explore your accessibility options".

JOB TITLE:

JOB CODE:

310

DEPARTMENT:

General Services

UNION:

00

FLSA STATUS:

Non-Exempt

GRADE:

POSITION SUMMARY:
Assist General Services Division office in an operational support role through logistics, coordination of workflow and services for all County Facilities including scheduling, work orders, appointments, answering phones, reports, payroll, accounts payable, and other administrative and clerical tasks.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Pulls callouts from designated callout voicemail and notifies appropriate supervisors and office staff
• Reads and routes incoming mail
  • Answers phones, including main extension 3950, and gives information to callers or routes calls to appropriate destinations.
  • Monitors ServiceNow workorder system and assigns workorders for department
  • Processes payroll for Doylestown Campus including making, distributing and collecting timecards
  • Records Time Off Requests for Doylestown Campus and scans and maintains records in OnBase
  • Tracks points for Doylestown Campus
  • Updates overtime for Engineers, Maintenance and Custodians
  • Tracks FMLA for Doylestown Campus
  • Posts weekly job requisitions for Administration Building and Justice Center
  • Processes orders for staff/custodians via credit card, blanket order and Lawson
  • Processes License Reimbursements and Shoe Allowances for Doylestown Campus
  • Processes accounts payables/invoices as assigned
  • Works independently and collaboratively with office and field staff providing support for projects and operations.
  • Prioritizes work by using sound judgment.
  • Other duties may be assigned.

QUALIFICATIONS REQUIRED: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or equivalent.
• Ability to multi-task in a busy office environment.
• Organized, accurate, and able to carry out directions to achieve the end goal.
• Proficient in Microsoft Office 365 Software (Outlook, Excel, Word, PowerPoint) with a keyboard skill of 40 wpm.

Position:

Administrative Assistant

FUNCTIONAL REQUIREMENTS:

Physical Demands: (Check all that apply)

X

Stooping

X

Pushing

X

Climbing

Crouching

X

Pulling

X

Kneeling

X

X

Standing

X

X

Talking

X

Turning

X

Reaching

X

Hearing

X

X

X

Depth Perception

X

Mobility

X

Lifting: (Check one)

Carrying: (Check one)

X

A) Light

(20-25 lbs)

X

A) Light

(10-25 lbs)

(25-50 lbs)

(25-50 lbs)

(50-100 lbs)

(50-100 lbs)

D) Very Heavy

(over 100 lbs)

D) Very Heavy

(over 100 lbs)

Aptitudes: (Check all that apply)

Form perception

X

Problem solving

X

Motor coordination

X

Working speed (ex.wpm)

X

X

X

Computer/VDT ability

X

General learning ability

X

Clerical perception

X

Environmental Conditions: (Check all that apply)

Extreme cold

Extreme heat

Temperature changes

Wet conditions

Humid conditions

Exposure to fumes

Exposure to blood and body fluids

Noise and vibration

Exposure to chemicals

Inclement weather conditions;

Inside/outside weather conditions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.