Description

• A skills assessment may be administered to candidates selected during the interview process.

GENERAL STATEMENT OF DUTIES
Under general supervision, provides administrative and clerical support to a department within the organization or the organization as a whole.

DISTINGUISHING FEATURES OF THE CLASS
Employees in this class may be responsible for typing correspondence and memos; greeting visitors; tracking expenses; coordinating schedules and/or making reservations; maintaining calendars; preparing reports; ordering office supplies and other administrative services as requested. Responds to inquiries from colleagues and visitors requiring a general or somewhat complex understanding of company policies and procedures. Representative inquiries may involve interpreting rules, explaining processes or sharing information with external contacts. Ensures inquiries are addressed and resolved. Complex inquiries are escalated to higher levels within or outside of the department. Work usually requires considerable public contact with program clientele, employees, other departments or the public in explaining policies and procedures. Positions operate with a high level of independence. Positions in this class routinely conduct research and analysis for unit or special reports or special assignments. Work is evaluated for proper application of policies and procedures and for quality and completeness of reports and recommendations.

Examples of Duties

DUTIES AND RESPONSIBILITIES

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  Coordinates the administrative work of the unit or department and office support staff.
• Develops and/or revises work procedures and methods, including necessary forms design; trains employees in work procedures.
• Assists with planning, preparing, monitoring, and administering the unit or department budget.
• Answers questions from employees or the public concerning policies, procedures, or deadlines.
• Interpret and explains policies, procedures, records, etc.
• Provides training and technical assistance to staff.
• Updates policies and procedures for the area to which assigned.
• Conducts or attends meetings, hearings, or conferences regarding unit activities.
• Serves on department management team or special committees representing their area or responsibility.

RECRUITMENT STANDARDS
Knowledge, Skills, and Abilities

• Considerable knowledge of office systems and techniques;
• Ability to practice effective communication techniques both orally and in writing;
• Considerable knowledge of effective administrative practices and ability to plan and coordinate the work of others, if applicable.
• Ability to analyze and interpret policy and procedural guidelines.
• Ability to work independently and exercise good judgment.
• Skill in organizing work flow and coordinating activities.

Typical Qualifications

Minimum Qualifications:

• BS degree in Business Administration, Public Administration or related filed
• AS in Administrative Office Technology, Business Administration with one year of progressively responsible administrative or office management experience
• High school with three years of progressively responsible administrative or office management experience.

Preferred Qualification: Associates or Bachelor's degree.

Special Qualification: Valid driver's license

Supplemental Information

Physical Demands:
Work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, driving an automobile, or use of a PCs or other VDTs to accomplish work objectives. No specific physical demands required. Mental demands and normal stress regarding achieving work deadlines are present

Working Conditions:

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  Environment: Work environment involves normal, everyday discomforts or unpleasantness. Work area has adequate light, heat, and ventilation; environment is organized and stable.
• Hazards: Work presents no significant hazards to employees

May Require Driving
This position may require driving for this position whether driving a County owned or personal vehicle to conduct county business such as but not limited to attending conferences, meetings, or any other county related functions. Motor Vehicle Reports may be verified for valid driver's license and that the driving record is compatible with the county's driving criteria.
If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County's vehicle use policy.

Special Note: This generic class description gives an overview of the job class, its essential job functions and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job description with physical abilities checklist which can be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions.