Job Summary

Under basic supervision, the Administrative Assistant performs a variety of clerical duties in support of department administrators, supervisors, staff, and residents. Provides customer service and assistance to department, vendors, external customers, visitors, and callers.

Job Responsibilities

ESSENTIAL FUNCTIONS -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

-Performs a variety of basic accounting functions; processes bi-weekly claims for accounts payable, revenue collections, miscellaneous billing.
-Reconciles purchasing card accounts by matching receipts to the statement for several programs (Detention, Auto Theft Accountability, School Based Restorative Mediation, Youth Centered Planning, Pre-Charge Diversion, In-Home Detention, and Enhanced In-Home Detention).
-Facilitates communication with court officers.
-Assists staff with case load of youth within facility through the following: attending virtual court to take notes, scheduling and tracking room availability and transportation of residents.
-Collects, compiles, and processes bi-weekly payroll to ensure accurate records and classification of hours; works with supervisory staff as needed to verify accuracy and clarify questions; prepares periodic payroll reports.
-Prepares reports required for different grants and external customers (Decategorization staff, Juvenile Court Services staff, Criminal and Juvenile Justice Planning staff) by logging data and obtaining narrative information quarterly.
-Maintains inventory of office supplies, equipment, and furniture; places orders as necessary.
-Tracks budgetary line items and reconciles with monthly budgetary statements; adheres to departmental budget and indicates need for additional funding when necessary.
-Provides administrative support to assigned administrative staff; maintains meeting appointment calendars and schedules meetings; sets up meeting locations, prepares appropriate materials, takes meeting minutes. Documents change to center policies, procedures, and handbook.
-Answers and screens phone calls; takes messages and redirects calls to appropriate sources for assistance; provides basic information as appropriate.
-Collects, reviews, and processes a variety of forms and documents; maintains accurate physical and electronic filing systems.
-Monitors office equipment to ensure proper working order and schedules maintenance or repairs as needed.
-Demonstrates the ability to exemplify, by his/her actions, the County PRIDE philosophy.
-Performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS:
This is the entry-level classification in the Administrative Assistant series. The incumbent follows routine procedures and guidelines in the application of prescribed duties and works under close supervision with work frequently reviewed by a superior. This classification is distinguished from the Senior Administrative Assistant in that the latter performs more complex technical duties requiring a higher level of knowledge and skill.

Standards for Initial Consideration

MINIMUM QUALIFICATIONS

Education, Training, and Experience Guidelines
High school diploma or GED equivalent; AND two (2) years of customer service, clerical, or human services experience; OR an equivalent combination of education, training, and experience.

Knowledge of:
-Applicable local, State, and Federal laws, codes, regulations, and ordinances.
-General office policies, procedures, and equipment.
-Proper grammar, spelling, and punctuation.
-Customer service principles, practices, and etiquette.
-Records maintenance and retention policies and procedures.
-Case management tasks, familiarity with court processes, intake/discharge documentation, referencing case files to access needed information.

Skill in:
-Typing and entering data with speed and accuracy.
-Setting priorities and multitasking to meet deadlines.
-Completing basic mathematical calculations.
-Maintaining accurate records, documentation, and filing systems.
-Operating a computer proficiently including standard software and some specialized software.
-Establishing and maintaining cooperative working relationships.
-Communicating effectively verbally and in writing.
-Office organization, case load and budget analysis, and every day problem solving.

Supplemental Information

LICENSE AND CERTIFICATION REQUIREMENTS
None.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment located within a juvenile detention center. Contact with supervised youth will occur occasionally.
Occasional lifting and carrying of office supplies weighing up to 40 pounds.

Benefits

The following is a summary of benefits provided to non-union County employees. Benefits for employees covered under a collective bargaining agreement may vary somewhat depending on specific contract provisions.

• Scott County Employment Benefits