Administrative Support Specialist II - Finance - Baldwin County Commission

Baldwin-County-Alabama; Bay Minette (AL); Vor Ort; USD 35.000 - 55.000; Vollzeit

Zusammenfassung

Baldwin County Alabama is seeking an experienced administrative assistant to support the Finance leadership team, including the Director of Finance and managers. You will manage day-to-day operations, answer calls, relay messages, and prepare agendas and reports.

Requirements include five years of admin experience, a high school diploma, and a valid driver’s license. A background check and pre-employment physical are required; bookkeeping is a plus, and proficiency with Microsoft Office and

Qualifikationen

• Minimum of five (5) years of experience in administrative related work.
• Knowledge of basic office mathematics and bookkeeping procedures.
• Good working knowledge of English grammar, composition, and spelling.

Aufgaben

• Oversees and coordinates general day-to-day office operations with professionalism.
• Answers incoming calls and relays messages accurately.
• Prepares agendas, correspondence, reports, contracts, and other documents as requested.
• Maintains filing systems and archives documents.
• Schedules meetings and travel arrangements; maintains calendars.

Kenntnisse

Office administration

Communication

Time management

Document preparation

Ausbildung

High school diploma

Tools

Microsoft Office

Adobe

Jobbeschreibung

Provides administrative support for all Finance leadership, including the Director of Finance, Assistant Director, Financial Operations Managers, and Financial Reporting Manager.

Successful applicants must pass a criminal background check and will be subject to a pre-employment physical.

1. Oversees and coordinates general day-to-day office operations with kindness, professionalism, tact, and an emphasis on responsiveness.
2. Answers incoming calls to the office and relays detailed information/messages accurately to the appropriate person/department.
3. Provides information to general inquiries.
4. Maintains office and cleaning supplies inventory, within budgeted amounts, and prepares requisitions for the same.
5. Performs various clerical and administrative duties as requested.
6. Prepares agenda items, correspondence, reports, contracts, resolutions, and other documents as requested.
7. Scans, copies, uploads, archives, and files documents, maintaining a proper documentation filing system.

1. Maintains a filing system and properly disseminates, files, and archives all incoming/outgoing correspondence and other documentation related to the daily operations of the office.
2. Schedules meetings, coordinates travel reservations, training course registrations as requested and maintains multiple calendars.
3. Enters work orders and maintains files for various building maintenance requests.
4. Assists with uploading and publishing documents to various internal/external document libraries with emphasis on timelines, organization, and proper reporting.
5. Assists with billing/invoices of various vendors and maintains proper vendor files and information with emphasis on organization and accuracy.
6. Accomplishes research as directed.
7. Other duties as assigned.

1. Minimum of five (5) years of experience in administrative related work.
2. Experience in bookkeeping is a plus.
3. Have a valid driver’s license.
4. High school diploma or equivalent.

Other Characteristics

1. Willing to work overtime or non-standard hours when necessary.
2. Willing to travel for the purposes of professional development.
3. Ability to work under stress of recurring deadlines.

1. Knowledge of basic high school mathematics and basic bookkeeping procedures.
2. A good working knowledge of English grammar, composition, and spelling within acceptable standards of quality and accuracy.
3. A good working knowledge of general office practices, procedures, equipment, and software (Microsoft Office, Adobe).
4. Ability to communicate effectively and handle multiple assignments.
5. Ability to maintain effective and positive working relationships with public officers, supervisors, co-workers, and public.
6. Skills to read, understand and compile printed reports and research assignments.
7. Knowledge of filing procedures.
8. Knowledge and ability to operate office machinery, computers, and general software.
9. Ability to work under stress of recurring deadlines.