Administrative Assistant II

Madison County Commission; Huntsville (AL); On-site; USD 38,000 - 54,000; Full time

Job summary

The Madison County Commission seeks an Administrative Assistant II to provide administrative and clerical support within the assigned department in Huntsville, Alabama. Responsibilities include handling correspondence, maintaining personnel files, preparing forms, scheduling meetings, proofreading documents, and assisting with office operations.

Applicants should have strong computer skills, experience with Windows and Microsoft Office, and the ability to work independently and under pressure.

Qualifications

• One year of college or equivalent.
• Three to five years clerical/administrative experience.
• Office management/administration experience preferred.

Responsibilities

• Provide administrative services to Department Head and supervision, including mail, phone calls, filing and activity updates.
• Provide secretarial support: prepare/maintain personnel files and time sheets; update/create forms.
• Type, word process, copy, distribute, and fax documents; create file records and systems (spreadsheets, general files, mail lists, MS documents).
• Proofread and generate documents; participate in meetings and events.
• Perform other duties as required.

Skills

Typing 40 wpm

Microsoft Office

Windows OS

Communication skills

Problem solving

Confidentiality compliance

Education

One year of college

Tools

Microsoft Office Suite

Windows OS

Job description

The position of Administrative Assistant II is responsible for providing administrative and clerical services to ensure effective and efficient operations within their assigned department. Executes administrative policies determined by or in conjunction with county officials.

(All duties listed may not be included in any one position nor does the list include all tasks found in a position of this class.)

• Provides administrative services to Department Head and/or Department Supervision. Administrative services include sorting mail, handling phone calls, filing and making sure Department leadership is aware of all administrative activities.
• Responsible for providing administrative and secretarial support to the Department Head, including preparing/maintaining personnel files and time sheets, and updating/creating forms on computer.
• Type, word process, copy, distribute and fax documents and memos. Create conventional and electronic file records and systems (e.g., spreadsheets, general files, mail distribute list and Microsoft documents).
• Proofread, generate documents and correspondence. Participate in meetings, conferences and other events.
• Perform other duties as required.

Education and Experience

• Any combination of education and experience equivalent to one year of college.
• Three to five years responsible experience in clerical, computer operating systems (software and hardware) and pertinent office work required.
• Prior office management/ administration experience preferred.

Knowledge, Skill, and Ability

• Knowledge of modern office methods, procedures and equipment, including proficiency in operating a personal computer using Windows, Microsoft Office software and computer systems software and hardware.
• Ability to troubleshoot PC system errors, correct problems, and provide technical support to staff.
• Ability to acquire knowledge of departmental rules, regulations, procedures, and functions; including juvenile confidentiality laws and ability to apply these to work situations.
• Ability to react immediately in crisis situations.
• Skill in typing at 40 wpm.
• Ability to take directions from the director as well as work independently on difficult or complex clerical and administrative tasks.
• Ability to keep clerical records and to prepare accurate reports from varied statistical or accounting information.
• Ability to proofread, comprehend and interpret information and compose effective correspondence.
• Ability to communicate and deal effectively with the public and to maintain effective working relationships with other employees and outside agencies.
• Must be able to lift office equipment and some light furniture as well as bend, stretch, reach and climb stairs to check inventory.

Physical Requirements

• Must be able to remain in a stationary position for extended periods of time.
• Must be able to communicate effectively.
• Needs to be able to operate office productivity machinery, such as a calculator, copy machine, and computer printer.
• The person in this position needs to move about inside the office to access file cabinet, office machinery, etc.

Work Schedule

Monday - Friday

8:00 AM - 5:00 PM

Madison County is an Equal Employment Opportunity Employer that encourages applicants from diverse backgrounds to apply.

Madison County is a drug-free workplace and conducts drug and alcohol testing.