Administrative Assistant III

Talentify; Statesville (NC); On-site; USD 42,000 - 66,000; Full time

Job summary

Talentify seeks an experienced administrative professional to support the County Manager's Office, Veterans Services, and Finance Department in Statesville, NC. You will handle meetings, correspondence, data gathering, and invoice processing to ensure smooth county operations.

The role requires 3–5 years of secretarial experience, a related associate degree, and proficiency with MS Office; familiarity with MUNIS, Kronos, GovQA and notary certification are a plus.

Qualifications

• 3–5 years progressively responsible secretarial experience.
• Associate's degree in Business Administration or equivalent.
• Working knowledge of PowerPoint, Excel, Word, and Outlook.
• Familiarity with MUNIS, Kronos and GovQA; notary certification is a plus.

Responsibilities

• Schedule meetings and appointments and coordinate room setup.
• Prepare correspondence and meeting minutes with proper grammar and format.
• Research data sources and compile reports for the management team.
• Process invoices and manage procurement cards; file and retrieve materials.
• Answer main county phone and support Veteran's Services lines as needed.
• Coordinate tours and special county events.

Skills

Communication skills

Administrative coordination

Notary certification (desired)

Public interaction

Data handling

Education

Associate's Degree in Business Administration

Tools

PowerPoint

Excel

Word

Microsoft Outlook

Job description

OVERVIEW & PURPOSE:

Under general supervision, performs a variety of administrative duties on behalf of the County Manager's Office, Veteran’s Services Office, and Finance Department.

Work involves independently screening and handling a variety of inquiries by phone and in person that require a broad knowledge of County government; scheduling meetings and appointments; composing correspondence, filing and retrieving materials, and processing invoices. Must establish and maintain good working relationships with County staff, Elected Officials, and the public. Must exercise initiative and independent judgment to complete assigned tasks. The employee must also exercise considerable tact and courtesy in frequent contact with the public. Reports to the County Manager.

ESSENTIAL FUNCTIONS:

Schedules meetings and appointments on behalf of the Management Team, prepares memoranda to notify participants; and supervises coordination and set-up of meeting rooms, and maintaining a log of reserved use.

Prepares correspondence, reports, statements, manuscripts, meeting minutes, forms, and other material into form from typed, handwritten copy, or machine dictation, assuming responsibility for spelling, punctuation, grammar and format; proofreads various forms and documents, ensuring proper content, spelling, punctuation, grammar and format.

Research data sources and compiles reports for the Management Team, including contacting officials to verify facts, figures, interpretations, etc. and advising appropriate parties of incomplete or incorrect data, and requesting resolution to deficiencies.

Files and retrieves materials for County Officials or general public based on full knowledge of Commissioners' activities and County Programs; prepares office supply requisitions, purchase orders and reconciles procurement card statements; and prepares photocopies of various materials and distributes as requested or otherwise appropriate.

Assists in researching available grants, working with Department Directors to gather information to produce Grant Applications for submittal.

Conducts research into potential public and private grant funding sources; works with Department Directors to draft grant proposals, applications, and letters of intent; connects Departments to potential grant opportunities and provides technical assistance as needed.

Answers the Main County Phone as well as serves as the backup for the Veteran’s Services Lines. Handles inquiries, provides information based on considerable knowledge of County programs and activities, and/or refers callers to appropriate personnel or agencies, as necessary; records inquiries or concerns received; records and routes messages for County personnel, as necessary.

Sorts incoming mail for all Departments County-wide.

Coordinates the parking assignments for staff at the Government Center.

Enters requestions and/or purchase orders into the County’s financial system.

Reviews, proofs, approves, and converts daily requestions entered by County departments upon request.

ADDITIONAL FUNCTIONS:

Coordinates tours of County facilities and special events as needed.

Performs other related work as required.

KNOWLEDGE, SKILLS, & ABILITIES:

Thorough knowledge of Department’s functions and purpose; communicates that mission to the staff and general public.

Considerable knowledge and ability to use official business practices.

Considerable knowledge of working with data, figures, rates, and mathematics.

Considerable knowledge of County function to which assigned and related policies, procedures, and regulations.

Ability to communicate effectively and to conduct the department’s business in person and by telephone.

Ability to gather and give comprehensive information and instructions, based on program knowledge and independent research.

Ability to communicate a technical knowledge of program operations and organizational programs.

Ability to be tactful and courteous while being persuasive and confident on County business.

Proficiency with a variety of specialized technology that operate the business systems for the County and the assigned Department.

Ability to use a wide variety of other computer technology, including the Internet, to generate work for the office assigned.

Ability to compile information based on general instructions.

Ability to plan and supervise the placement of records, reports and files into a proper sequence.

Ability to establish and maintain effective working relationships with supervisor, employees, and the general public.

Ability to plan, organize, monitor, evaluate, and delegate duties to others.

EDUCATION/EXPERIENCE “REQUIREMENTS”:

Associate's Degree in Business Administration or Business Practices and three (3) to five (5) years progressively responsible secretarial work experience; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities. Working knowledge of PowerPoint, Excel, Word and Microsoft Outlook required; familiarity with MUNIS, Kronos, and GovQA as well as Notary Certification is desired.

ADDITIONAL “REQUIREMENTS”:

Possession of a valid North Carolina Driver's License.

This position is designated as an authorized Motor Vehicle Operator for Iredell County and requires adherence to the Iredell County Vehicle Operations Policy.

“PREFERRED” QUALIFICATIONS:

NONE