Administrative Assistant I (High Point)

Guilford County Government; High Point (NC); On-site; USD 38,000 - 52,000; Full time

Job summary

Guilford County Government seeks an Office Specialist to provide general administrative and clerical support under direct supervision. The role involves typing, greeting visitors, calendar coordination, and basic data entry using a computer or office devices.

Essential duties include preparing correspondence, reports, and forms, handling routine inquiries, maintaining records, and assisting with budget monitoring.

Qualifications

• Bachelor's degree, or an Associate degree; or a HS diploma/GED with one year of office support experience.
• Thorough knowledge of office practices and procedures.
• Working knowledge of a variety of software packages.
• Basic knowledge of accounting practices and principles.
• Ability to key with accuracy at the speed required by the position.
• Ability to organize materials with good judgement and formatting.
• Ability to compose and gather materials independently.
• Ability to communicate effectively both orally and in writing.
• Ability to plan and organize work independently.

Responsibilities

• Complex operation of a computer to prepare correspondence, reports, forms etc. into final form.
• Performs complex data manipulations using hardware and software.
• Prepares narrative, statistical or tabular material.
• Prepares, edits or coordinates development of reports or other printed materials.
• Assists in monitoring the department budget.
• Provides training and guidance to lower level office staff.
• Interprets policies, procedures and regulations for staff and the public.
• Resolves problems by using established policies and procedures.
• Communicates with staff, agency clientele or the public by phone, letter, memo or computer.

Skills

Office practices

Software packages

Accounting basics

Typing accuracy

Organization

Independent drafting

Written and verbal communication

Work planning

Education

Bachelor's degree

Associate degree

HS diploma/GED with 1 year experience

Tools

Microsoft Office

Job description

GENERAL STATEMENT OF DUTIES

Under direct supervision and with clearly defined procedures, provides general administrative and clerical support to a department within the organization or the organization as a whole.

DISTINGUISHING FEATURES OF THE CLASS

An employee in this class may be responsible for typing correspondence and memos; greeting visitors; coordinating schedules and/or making reservations; maintaining calendars; ordering office supplies; and other administrative services as requested. Central to the performance of duties is the operation of a personal computer or other office device for the purpose of preparing a variety of letters, forms, documents or computer database entries. Responds to routine inquiries from colleagues and visitors requiring a basic understanding of company policies and procedures. Representative inquiries may involve providing and/or obtaining information related to record keeping, supplies, schedules or equipment. More complex inquiries are escalated to higher levels within or outside of the department. Maintains records and files related to the operations of the office to which assigned. Work requires a high degree of resourcefulness than an Office Specialist. Guidance is given on matters for which no precedent is available. An understanding of the content and substances of the organization's programs and operation is required.

DUTIES AND RESPONSIBILITIES

Essential Duties and Tasks

• Complex operation of a computer to prepare correspondence, reports, forms etc. into final form.
• Performs complex manipulations of the data requiring thorough knowledge of the associated hardware and software utilized.
• Prepares narrative, statistical or tabular material.
• Prepares, edits or coordinates development of reports or other printed materials.
• Assists in the monitoring of the department or area budget.
• Provides training and guidance to lower level office support staff.
• Interprets policies, procedures and regulations for lower-level staff and members of the public.
• Resolves problems and questions by using and interpreting established policies and procedures.
• Communicated by phone, letter, memo or computer with other staff, agency clientele or members of the public.

RECRUITMENT STANDARDS

Knowledge, Skills and Abilities

• Thorough knowledge of office practices and procedures.
• Working knowledge of a variety of software packages.
• Basic knowledge of accounting practices and principles.
• Ability to key with accuracy at the speed required by the particular position.
• Ability to use judgement in organizing and establishing arrangement and format of materials.
• Ability to compose and gather a variety of materials independently.
• Ability to communicate effectively both orally and in writing.
• Ability to plan and organize work independently.

Minimum Qualifications

Bachelor's degree from an accredited college or university; OR

Associates degree; OR

High School diploma or GED and one year of office support experience.

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 PC or other devises 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 job functions and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job description with a physical abilities checklist which can give further details about that one specific position. Those documents should 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.