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Archuleta County

Archuleta County is looking for a Administrative Assistant 

JOB SUMMARY: Performs administrative functions in support of a department and its personnel including document preparation, meeting arrangements, reception and customer service, expense tracking, and related duties. Performs general clerical work including answering the telephone, filing, typing, data entry/retrieval, record keeping, copying, and faxing. Provides a variety of support functions for the child care subsidy programs. Determines eligibility for childcare subsidies through interviews and verification of information. Refers applicants to other community resources for other services if appropriate. Assists clients and providers in maintaining cooperative working relationships around child care arrangements SUPERVISION RECEIVED Receives general supervision from a manager, professional, or administrative supervisor. SUPERVISION EXERCISED None ESSENTIAL FUNCTIONS: The duties described herein are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Performs customer service and reception duties for the department. Responds to and provides a variety of information regarding department and/or County services and responds to customer inquiries requiring research of information requested. Directs calls to the appropriate division or staff for more complex matters. Provides complex administrative and clerical support to the department head, supervisors, and/or staff. Performs general clerical support for the department to include preparing and typing a variety of forms, letters, and documents, proofreading, data entry and retrieval, and faxing, copying, and processing in/outgoing mail. Prepares and processes various documents, applications, reports, fees, and other materials in support of department operations. Verifies accuracy of data, routes documents to appropriate parties. Issues permits, licenses, or related documents/materials. Maintains the department records and filing systems, both manual and automated. Creates, updates, and maintains files and records pursuant to department and County policies and procedures. Coordinates and oversees administrative office activities and functions such as servicing and maintenance of the telephones, fax, copier, postage machines and equipment, scheduling meeting rooms, and maintaining and ordering office and other department supplies and forms. Tracks department purchases and expenditures, which may include grant or other funds. Reconciles and processes department purchase orders and invoices, balances daily cash receipts, and verifies and enters account data. Compiles and reviews employee timesheets and payroll information. Prepares and processes other personnel forms. Maintains related records. May reconcile general ledger reports and enter data from transaction documents into accounting system, verify data, and generate accounts receivable billings and related reports. Serves as a recording secretary for boards and meetings to include preparing and distributing agendas, packets, and related materials, taking, transcribing, and distributing meeting minutes, and making meeting arrangements. Assists with department and program communications, coordinating programs and events, and providing information to employees and customers. Creates and/or updates informational materials such as policies and manuals, calendars, brochures, flyers, and/or newsletters and distributes as needed. Maintains mailing lists. May provide lead or supervisory accountability for subordinate clerical employees, temporary staff, and/or volunteers within work unit, which may include scheduling, coordinating, assigning and reviewing work, instructing/training in work methods, and providing input into hiring and performance evaluation processes. Participates in various committees and boards related to program activities and responsibilities. Acts on behalf of department head handling phone calls and inquiries directly, resolving customer or citizen complaints, overseeing employee work assignments/schedules, and directing inquiries to other resources. Refers children for child care assistance, process low income childcare cases in a timely and accurate manner. Interview clients, work with childcare providers. Process TANF and Child Welfare childcare cases as per referrals from Case manager and Caseworkers. Enter information into Trails system to screen exempt providers, provide intake information to exempt providers to complete back-ground check for potential criminal history and enable the department to make a sound determination whether to contract with a non-licensed provider. Prepare fingerprint packets and follow up with the state to comply with the process necessary to complete CBI and FBI investigations. Once process is complete set up fiscal agreements with Childcare providers and authorize care and mail childcare certificates and billing forms. Monitor monthly billing forms and process payments to all child care providers. Mail monthly billing forms and work on all child care reports. Work closely with the child support unit to ensure cooperation for applicants who receive low income child care. Calculate and enter claims when needed and other duties as assigned to include cross training. Work with all new employees to create appropriate security profiles for various DHS systems and ensure compliance with security administration practice. Monitor and complete surveys for CDHS related to employee access. Insure compliance with role and avoid and/or plan for conflict of interest profiles. OTHER DUTIES Performs other duties as assigned and required. MINIMUM QUALIFICATIONS Any combination of experience and training that would likely provide the required knowledge and abilities may be qualifying. Education – Equivalent to the completion of the twelfth grade supplemented by additional secretarial or office administration coursework. Experience: – A minimum of three years of experience in a directly related field or in the performance of similar duties and responsibilities. Licenses and Certifications – Possession of, or ability to obtain, a valid Colorado Driver’s License KNOWLEDGE, SKILLS AND ABILITIES: Knowledge Of: Routine software and business applications, including but not limited to, word processing, spreadsheets, presentation software, and databases. Operation of standard office equipment including telephones, fax machines, copiers, and computers. Basic bookkeeping practices and methods including accounts payable, accounts receivable, payroll, and reconciliation. Record keeping and reporting procedures. Modern office practices and procedures. Department and County rules, regulations, policies, procedures, and standard operation procedures. Principles, practices, and objectives as related to the functions and services provided by the assigned department or program. General knowledge of child care services rules and regulations. Requires knowledge of all child care subsidy options and eligibility criteria. Knowledge of all child care options available to applicants and to assure authorized child care for licensed or legally exempt providers. Knowledge of agency and community resources available to refer clients to appropriate services in other areas. Skills In: Interviewing techniques: written and oral communications. Developing and maintaining working relationships with applicants, co-workers, providers and the public and other community agencies Ability To: Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community. Provide professional customer service to clients and public. Communicate clearly and concisely, both verbally and in writing. Perform duties independently without close supervision. Accomplish the assigned workload in a timely manner and meet established performance standards and objectives. Perform data entry, typing, and computer work at sufficient level of skill to accurately complete a relatively heavy workload in a timely manner. PHYSICAL DEMANDS: The physical demands described herein are representative of those that must be met by an employee to successful perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to have the ability to move to and from various points within the office. Ability to work with hands above shoulder height or arms extended at shoulder height. The employee is required to use hand to finger, handle, grasp or feel objects, tools, or controls, and reach with hands and arms. Requires repetitive movement’s standard in office-related activities such as typing, and sitting and standing, talking in person and via telephone. This position is occasionally required to stoop, kneel or crouch. Ability to lift and/or carry up to 20 pounds on a regular basis. Specific vision abilities required by this job include close vision, distance vision, color vision, depth deception and the ability to adjust focus. Requires full range of peripheral vision to monitor multiple computer systems. Requires full range of hearing to be able to communicate via the telephone, and in person, ability to hear and conduct routine conversation. Requires sufficient hearing and speech ability to communicate verbally in response to inquiries, complaints, and to speak to individuals or groups in an informational or instructional situation. Working time may require irregular hours and/or on-call status. WORK ENVIRONMENT AND CONDITIONS The work environment characteristics described herein are representative of those an employee may encounter while performing the essential functions of the job. Work is typically performed in a variety of environments both indoors and in an outside environment. Incumbent experiences routine exposures and hazards of a typical office and field work environment. May frequently require travel to distant areas of the county. The incumbents working conditions are typically moderately quiet, but may be loud at times. Job Posted by ApplicantPro

Archuleta County

Tagged as: Administrative, Assistant

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