Marshall County Job Description

Administrative Assistant - Revenue

 

Department:         Revenue                                                                Job Code:                   362

Reports To:           Revenue Commissioner                     DOT Reference:   169.167-010, 169.067-034

Date:                      November 2007

FSLA:                    Non-Exempt                                                                                                    

 

Summary

 

                Assist the Revenue Commissioner by preparing reports, coordinating special projects, handling problems involving the public, government officials or others, preparing correspondence, purchasing supplies, maintaining financial and other types of records and assisting at the public service counter as needed.

 

 

 

Essential Job Functions

 

A.            Relieve the Revenue Commissioner of routine administrative duties

                1.             Greet visitors to the Revenue Commission Office, determine the reason for the visit and

                            either provide general information or refer the matter to the Revenue Commissioner or

                            other appropriate person

                2.             Answer the telephone, answers questions and provides general information to the               public, the media, and officials regarding the Revenue Commissioner in a professional

                            and polite manner

                3.             Answer correspondence of moderate difficulty

                4.             Coordinate new hires, terminations, worker’s compensation claims, and other     personnel related matters with the Personnel Department and the Administrator’s office

                5.             Refers complaints to the Revenue Commissioner and follows up to determine

                            the action taken.

6.             Transmit orders and instructions to employees and others for the Revenue  Commissioner using a  telephone, or in person, as appropriate.

               

B.            Coordinate travel, meetings, and keeps schedule of events for the Revenue Commissioner

 

                1.             Schedule and coordinate meetings as directed by the Revenue Commissioner

                2.             Coordinates travel arrangements for the Revenue Commissioner and other staff

                                members, which may include making flight reservations, hotel accommodations, etc.

                3.             Receive invitations for the Revenue Commissioner, sends appropriate responses, 

                           and maintains  schedule of events.

 

C.            Conduct purchasing activities for the Revenue Commissioner and maintains associated records

              as directed

 

                1.             Obtain required purchase orders

                2.             Purchase supplies in accordance with established procedures

                3.             Balance  invoices and purchase orders monthly

                4.             Verify receipt of supplies

 

D.            Maintain a variety of records and prepares reports

               

                1.             Maintain daily work log and prepares worksheet for fund transfer as required

                2.             Maintain employee files for the Revenue Commissioner

 

 

Knowledge, Skills, and Abilities

 

1.             Knowledge of the principles and practices of accounting

2.             Knowledge of modern office practices, procedures, systems and equipment including computers and software

3.             Knowledge of departmental operations

4.             Knowledge of the principles of general management

5.             Knowledge of business English, spelling, arithmetic, and departmental terminology

6.             Ability to use a computer to store, retrieve and compile data, prepare reports and correspondence

7.             Ability to establish and maintain effective working relationships with officials, other employees and the public

8.             Ability to analyze problems and formulate solutions

9.             Ability to communicate effectively, both verbally and in writing

10.          Ability to maintain a variety of records, and to prepare reports and answer questions from the records

11.          Ability to handle complaints and provide information in a courteous diplomatic manner

12.          Ability to use and operate office equipment such as computer, calculator, copy machine, fax machine, telephone system

13.          Skill in dealing with people in a diplomatic manner

 

Minimum Qualifications

 

                High school diploma or G. E. D. certificate plus 5 years of work experience assisting a department head or high level official in an environment with multiple demands, or an equivalent combination of education and experience.  Bachelor’s degree in Accounting, psychology, sociology, business administration, public administration or closely related field may be substituted for experience.  Experience in a government agency preferred

 

 

 

This job description should not be interpreted as all inclusive.  It is intended to identify the major responsibilities and requirements of this job classification.  All incumbents may not perform all job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.