Administrative Specialist II

Pender County Government; Burgaw (NC); On-site; USD 38,000 - 54,000; Full time

Job summary

Pender County Government seeks a capable administrative assistant to be the first contact at the Administrative Building, answering the main county phone line and greeting visitors.

The role provides office support, maintains records, assists with budget processes, trains staff, and coordinates clerical work; Associates/Technical degree and moderate experience required; strong communication and confidentiality essential.

Qualifications

• Associates/Technical degree required with moderate administrative experience.
• Ability to answer calls, greet visitors, and manage front desk operations.
• Ability to maintain confidential records and support budget processes.

Responsibilities

• Answer main county phone line and greet visitors at front desk.
• Provide comprehensive administrative support and record-keeping.
• Assist with budget preparation and clerical supervision as needed.
• Schedule meetings and coordinate travel as required.

Skills

Customer service

Office communication

Education

Associates/Technical degree

Job description

The primary purpose of this position is to serve as the primary staff member to answer to main county phone line and to be the first point of contact at the front desk for all who are entering the Administrative Building.

Performs intermediate skilled administrative support work coordinating, overseeing, and participating in the activities of a county office, providing office assistance and administrative support in a department, preparing, and maintaining detailed, complex and/or confidential records and files, assisting with budget preparation and implementation, training and supervising assigned personnel, and related work as apparent or assigned. Work is performed under the limited supervision of the assigned departmental supervisor. Continuous supervision is exercised over subordinate administrative support personnel.

To perform this job successfully, an individual must be able to complete the essential functions of the position with or without reasonable accommodations. Reasonable accommodations may be requested by contacting Pender County Human Resources.

• Performs a variety of complex administrative support and office assistance duties.
• Develops, establishes, and maintains office filing, index and record systems and oversees maintenance of same.
• Composes correspondence and prepares reports independently or from oral instructions.
• Plans, assigns, supervises, and performs clerical work; orients, trains, develops, assists and reviews progress of subordinate clerical personnel; recommends hiring, transfer, promotions and termination of personnel.
• Assists the public with the completion of various records, applications, etc.; verifies completeness and accuracy of information; coordinates processes with other agencies and departments.
• Prepares statistical and financial reports; processes budget information and compiles figures for annual budget; prepares and administers office budget.
• Attends meetings, takes and transcribes meeting minutes; maintains minute books; oversees the preparation of packages for dissemination prior to meetings.
• Receives calls and ascertains nature of business and directs to appropriate party for disposition; responds to requests for information; assists the public and employees with questions or complaints about the department.
• Performs administrative details; arranges functions and travel plans; schedules appointments and maintains meeting calendars.
• Operates a variety of office and computer equipment; maintains inventory of and orders departmental supplies.
• Assist with other duties as needed or assigned.

Comprehensive knowledge of the organization and functions of the department and of general administrative policies and practices; comprehensive knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge accounting and bookkeeping practices and techniques; ability to read, decipher, interpret and understand difficult, detailed and complicated concepts with specialized vocabulary; ability to keep records and to prepare accurate reports from sources; ability to perform and organize work independently; ability to prepare effective correspondence on technical matters and to perform routine office management details without referral to supervisor; ability to establish and maintain effective working relationships with associates and the general public.

Associates/Technical degree and moderate experience in administrative support and office operations, or equivalent combination of education and experience.

May require possession of or ability to acquire specific licenses and/or certifications depending on departmental assignment.

Valid driver's license in the State of North Carolina.

This work requires the occasional exertion of up to 50 pounds of force; work frequently sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms and pushing or pulling; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating motor vehicles or equipment and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a very quiet location (e.g. park trail, storage or file room).