Administrative Assistant

DEPARTMENT: Auditor/Treasurer                               SALARY GRADE:  14

POSITION TITLE: Admin. Assistant-Auditor/Treasurer STATUS: Non-exempt

IMMEDIATE SUPERVISOR: Auditor/Treasurer   STORM ESSENTIAL: No

SUPERVISORY RESPONSIBILITIES:  No

 

EMPLOYEE’S NAME: ___________________________________________________ 

EMPLOYEE’S SIGNATURE:____________________________ DATE :____________

SUPERVISOR’S SIGNATURE:__________________________ DATE:____________

 

 

The Administrative Assistant in the Auditor/Treasurer’s Office records prepares  and indexes the minutes of the meetings of the Board of County Commissioners  and Park Board and provides the County Auditor/Treasurer with secretarial and clerical support.

 

2. DUTIES AND RESPONSIBILITIES: (“.” Indicates essential function)

 

• Prepares Commissioner meeting agenda packets, keeps minutes of the meetings of the Board of County Commissioners, Park Board and other Boards or Committees as assigned, by attending meetings, making note of the proceedings, preparing the minutes, preparing copies of individual motions for distribution, and indexing the minutes.

 

• Prepares the bi-monthly list of bills for County Board meetings.

 

• Prepares and types a variety of letters, notices, permits, licenses, forms and reports by using a word processor and variety of sources and records.

 

• Maintains files on townships annual budgets, and treasurer’s reports.

 

• Maintains the office filing and records including vehicle titles and licensing, liquor licenses, raffle and gaming permits, site authorization permits, bid proposals, correspondence, the departmental inventory of fixed assets, and monthly fee statements.

 

• During times of elections, handle absentee ballots, assist with testing of election machines, and prepare poll books and general correspondence.

 

• Compiles annual directory of county, city and township officials.

 

• Receives full and partial payments of real estate taxes, posts payments in the computer system, issues tax receipts and makes entries on the tax rolls.

 

• Records payments and writes miscellaneous receipts for funds brought in by various departments and agencies.

 

• Assists the public at the office counter by providing information, issuing fishing and hunting licenses, waiting on absentee voters, and other tasks common to the Auditor/Treasurer’s Office.

 

• Answers the phones and provides information to the public.

 

3. SUPERVISION RECEIVED/EXERCISED:

 

This position is supervised by the County Auditor/Treasurer and does not supervise others.

 

4. POSITION QUALIFICATIONS (KNOWEDLEGE, SKILLS, and ABILITIES): (“.” indicates essential function)

 

• High School Diploma or equivalency, required with emphasis in business and secretarial courses

 

• Three years full-time secretarial experience

 

 AA college degree with concentration in business courses, preferred

 

 Additional training and /or experience with emphasis in bookkeeping and taking  and preparing meeting minutes, preferred

 

 Additional training and/or experience working with the public, preferred

 

• Accurate computer keyboarding skills of 50 wpm which includes typing from recordings (dictation)

 

• Ability to take accurate minutes at County Commissioner meetings, Park Board meetings and other times as directed

 

• Ability to maintain and update Auditor/Treasurer web page

 

• Ability to use various office equipment throughout the department

 

• Must possess accounting/bookkeeping skills

 

• Must possess good knowledge of filing, office procedures, grammar and punctuation, and a working knowledge of personal computers applications such as spreadsheets, email, and internet

 

• Ability to learn and effectively perform new tasks and skills, work effectively and cordially with other staff members, other agencies and the public

 

• Ability to communicate well on the telephone and face-to-face with the public in various and sometimes stressful situations

 

• Must be able to work independently and initiate repetitive processes

 

  
5. PHYSICAL and MENTAL DEMANDS:   These support the essential functions of the position.

 

• Must be able to work through stressful times with high customer counts

 

• Must be able to work in stressful situations with the public

 

• Must be able to lift, carry, stoop, reach above their head, bend, and retrieve books weighing up to 25 pounds

 

• Must be able to climb stairs and retrieve record books not accessible by elevator 

 

• Must have good balance and be able to climb ladders and use stools in working with files

 

• Must have the ability to learn and effectively use the County’s computer software pertaining to property tax records; organize assigned work and perform work productively, learn and effectively use new methods, procedures, and technologies in carrying out the functions of the position: and to work effectively and cooperatively with other employees, other agencies and the public

 

• Must be able to work independently and be adaptable

 

6. WORK ENVIRONMENT:

 

This position normally works seated at a desk in an environmentally controlled office often using a computer terminal.  The employee must also go to the office counter to wait on the public, sometimes spending hours or even all day at the counter during the peak period for tax payment.  Considerable time is spent on the telephone answering questions and providing information. 

 

This position normally works in the Courthouse, Monday – Friday, 8:00 AM –4:30 PM.  This position may be required to work evenings or weekends during busy periods.

 

7. OTHER ASSIGNMENTS:

 

County Department Heads and supervisors reserve the right to amend the functions assigned this position, either temporarily or permanently, at anytime as they determine the best interest of their department.  Further, employees may be assigned other or additional functions to fill-in during the absence of other employees or vacancies in other positions.

01/2010