Administrative Support Coordinator

City of Santa Fe Springs; Dayton (OH); On-site; USD 38,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Wellness program

Employee assistance program

Deferred compensation plans

Job summary

Greene County is seeking an experienced administrative professional to provide secretarial and non-routine support under general supervision. The role includes leading lower-level staff and independently interpreting policies to resolve problems, prepare correspondence and reports, and support the Executive Director as needed.

Typical hours are Monday–Friday, 8:30am–5:00pm. Posting is open until filled, with opportunities for involvement in county operations and related duties.

Qualifications

• Completion of associate core coursework in secretarial science or business office applications from accredited career school or community college.
• 30 mos. experience in secretarial/administrative professional field.
• Valid Ohio Driver's License.

Responsibilities

• Provides fiscal support to department to include: encumbrances for expenses, regular and emergency; assigning expenditure budget codes to purchase orders; processing invoices for payment which includes audits for verification of proper expenditures; collects and gathers data to maintain hotel lodging revenue report; preparation of monthly, quarterly, annual or other types of reports for reconciling monthly statements of accounts against Auditor’s office reports; prepares monthly financial reports for Board of Trustees; prepares annual reports for budgetary purposes; filing purchase orders, monthly and annual reports; transfer of funds from one budget line item to another line item. Prepare pay-ins to be taken to Treasurer’s Office.

Education

Associate core coursework in secretarial science or business office applications

Job description

Description

advanced level class works under general supervision & requires thorough knowledge of administrative policies & procedures, clerical & secretarial procedures in order to provide secretarial & non-routine administrative support (i.e., independently formulates decisions &/or judgments involving non-legal interpretation of policies & procedures as they would apply to given situation to resolve problems, to prepare correspondence &/or reports or to carry out other assignments) & if assigned, acts as lead worker over lower-level administrative &/or office support staff.

Description

advanced level class works under general supervision & requires thorough knowledge of administrative policies & procedures, clerical & secretarial procedures in order to provide secretarial & non-routine administrative support (i.e., independently formulates decisions &/or judgments involving non-legal interpretation of policies & procedures as they would apply to given situation to resolve problems, to prepare correspondence &/or reports or to carry out other assignments) & if assigned, acts as lead worker over lower-level administrative &/or office support staff.

Normal Working Hours: Monday - Friday; 8:30am - 5:00pm.

Posted until filled.

Duties/Responsibilities

Provides fiscal support to department to include: encumbrances for expenses, regular and emergency; assigning expenditure budget codes to purchase orders; processing invoices for payment which includes audits for verification of proper expenditures; collects and gathers data to maintain hotel lodging revenue report; preparation of monthly, quarterly, annual or other types of reports for reconciling monthly statements of accounts against Auditor’s office reports; prepares monthly financial reports for Board of Trustees; prepares annual reports for budgetary purposes; filing purchase orders, monthly and annual reports; transfer of funds from one budget line item to another line item. Prepare pay-ins to be taken to Treasurer’s Office.

Executes a variety of administrative support duties to relieve the Executive Director and staff of routine and non-routine administrative tasks. Provides information and responds to routine questions related to services, department operations, area attractions, County & region events, policies and procedures via phone, e-mail, written correspondence and/or follow‑ups with appropriate Bureau publication or brochure; greets and assists public; answers the phone; fields calls for sales managers and gathers info for potential reunions. Manages special projects for the Executive Director and Sales Managers as needed; submits requests for building repairs to the County Services Department.

Prepares a variety of correspondence, forms and documents such as letters, memos, notifications and reports; performs miscellaneous clerical duties as assigned to maintain office efficiency; maintains databases; completes routine office procedures; serves as point of contact for the Bureau building tenants; maintains Simple View with client/contact and visitor information. Orders new supplies, essential office products, promotional products (items for sales department) and brochures on area attractions; delivers correspondence, picks up supplies at county and other vendors; verifies quantities and logs items into stock.

Prepares monthly notice and staff reports for Board of Trustees including monthly minutes via recording of meeting, financial report and other information as directed by the Board of Trustees.

Performs others duties of a similar nature or level as assigned.

Minimum Qualifications

Completion of associate core coursework in secretarial science or business office applications from accredited career school or community college; 30 mos. experience in secretarial/administrative professional field; valid Ohio Driver's License.

• Or equivalent of Minimum Class Qualifications for Employment noted above may be substituted for the education and/or experience required. Education and Experience may not be substituted for mandated licensure/certification.

Unusual Working Conditions

Predictable and regular attendance is required.

Travel may be required.

Stooping, crouching, reaching, repetitive motion. Exert up to 20 lbs. of force occasionally to lift, carry, push, pull, or otherwise move objects.

There is a wide variety of benefits available to full-time permanent and some part-time permanent Greene County employees.

• health
• dental
• vision
• life insurance
• optional life insurance plans
• wellness program
• employee assistance program
• deferred compensation plans
• The County pays 80% of the health care premium and 39% of the dental premium.
• All full-time employees are eligible for $50,000 group life insurance paid 100% by the County.
• Employees who are non‑permanent, seasonal, intermittent, part‑time scheduled for less than 60 hours per pay period, and external interim, are not benefit eligible.