Marshall County Job Description

Administrative Assistant-Commission Chairman

Department: Commission Office Job Code: 364

Reports To: Commission Chairman DOT Reference: 169.167-010

Date: November 2007 169.167-034

FLSA: Non-Exempt

Summary

Assist the Commission Chairman by preparing reports, coordinating special projects of varied nature, handling problems involving the public, government officials or others, preparing correspondence, purchasing supplies, managing the surplus property disposal program, maintaining financial and other types of records associated with the programs. Coordinate information to various county departments, assist with special projects and emergency situations as needed.

Essential Job Functions

A. Relieve the Commission Chairman of routine administrative duties

1. Greet visitors to the Commission Chairman’s Office, determine the reason for the visit

and either provide information or refer the matter to the Chairman or other appropriate person

2. Answer the telephone, answer questions and provide information to the public, the media, and officials regarding the County Commission, in a professional and polite manner, and forward calls and/or information to departments

3. Answer animal control calls, explain policies, and forward information to animal control officer or Sheriff’s departmentas needed

4. Answer correspondence of moderate difficulty

5. Refer complaints to the Chairman and Commission and follow up to determine the action taken

6. Transmit orders and instructions to employees and others for the Commission Chairman using a two way radio, telephone, or in person, as appropriate

7. Coordinate work with the engineering office, such as receiving bids and assisting at openings

8. Coordinate activities with FEMA, law enforcement, and others in emergency or other situations, as needed

9. Research grant sources, obtain information and present to Commission

10. Relay inforamtion to animal control, solid waste, maintenance, IT, etc. from callers

11. Accist with special events as needed

12. Contact and follow-up special projects and requests from County to state and federal representative

B. Coordinate travel, meetings, and keeps schedule of events for the Commission Chairman

1. Schedule and coordinate meetings as directed by the Commission Chairman

2. Coordinate travel arrangements for the Commission Chairman and other staff members, which may include making flight reservations, hotel accommodations, etc.

3. Receive invitations for the Commission Chairman, send appropriate responses, and maintain schedule of events

4. Schedule Commission Chamber meetings

C. Conduct purchasing activities for the Commission Chairman and maintain associated records

1. Obtain required purchase orders

2. Inventory and purchase supplies for the office

3. Prepare all office purchase orders

4. Verify receipt of supplies

D. Manage the County Surplus Disposal Program (Gov-Deals Administrator)

1. Interact with Commission and all county agencies regarding the program for disposal of excess county owned equipment

2. Photograph surplus items and prepare correct descriptions for surplus items entered into the disposal program

3. Log all information into county computer system and post on “Gov-Deals” website for auction

4. Monitor bids and arrange for payment and pick up of items sold by bid

5. Receive payment for sold items and maintain all county records regarding sold items

6. Maintain a complete spreadsheet for auditors

Knowledge, Skills, and Abilities

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

2. Knowledge of departmental operations and organization

3. Knowledge of the principles of general management and accounting

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

5. Knowledge of principles of communication

6. Knowledge of local community agencies and leaders

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

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

9. Ability to use sound judgment in analyzing problems and formulating solutions

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

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

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

13. Ability to use and operate office equipment such as computer, calculator, copy machine, fax machine, telephone system, two-way radio, etc.

14. Ability to set priorities, plan and implement activities to maximize efficiency

15. Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance

with established requirements

16. 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 of the 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.