Administrative Assistant III

Guilford County Government; Greensboro (NC); On-site; USD 42,000 - 65,000; Full time

Job summary

Guilford County Government seeks an Administrative Assistant III to provide high-level clerical support, manage calendars, prepare reports, and assist with the employment process. You will coordinate department activities, train staff, and ensure policies are followed in a dynamic county environment.

The role demands independent judgment, strong communication skills, and proficiency with office software and databases. A related degree with experience is preferred.

Qualifications

• Bachelor's degree with progressively responsible admin/office management experience (1 year minimum) OR Associate degree with 3 years OR HS diploma with 5 years of related experience.
• Knowledge of office systems and techniques (hardware/software) to enter data, create documents, and manage information.
• Ability to communicate effectively in writing and orally; strong organizational skills.

Responsibilities

• Coordinate administrative work of the unit and supervise office staff as needed.
• Update manuals/procedures and design forms; train staff in procedures.
• Create filing systems; monitor efficiency and prepare reports.
• Assist in budgeting/preparation and analyze department budgets if required.
• Answer questions about policies, procedures, or deadlines from staff and public.
• Interpret policies and train others; provide technical assistance.
• May delegate work and supervise others; ensure policy compliance.
• Oversee travel arrangements and manage accounts payable; participate in committees.

Skills

Office systems

Accounting basics

Oral & written communication

Administrative practices

Policy interpretation

Independent judgment

Departmental software

Workflow organization

Education

Bachelor's degree with 1 year admin experience

Associates degree with 3 years admin/office management

High school with 5 years admin/office experience

Tools

Microsoft Office

Databases

Accounting software

Job description

Bring Your Organizational Skills to the Heart of County Operations as an Administrative Assistant III

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.

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.

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.

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.