Administrative Assistant

The Administrative Assistant works under the direction of the Office Manager and performs a variety of clerical and administrative duties in support of all staff. Responsibilities include greeting and assisting the public, processing payroll, and managing accounts payable and receivable. The Administrative Assistant ensures that all tasks are completed accurately, efficiently, and in compliance with departmental requirements.

DUTIES AND RESPONSIBILITIES:

(These duties are illustrative only. Incumbents may perform some or all of these duties or other job-related duties as assigned.)

1. Greet and direct visitors. Answer telephone and screen calls when possible / refer incoming calls to appropriate department / agency / or person. Take messages and follow up appropriately with our citizens or employees resolving minor issues if possible.

2. Maintain neat and professional workspace.

3. Maintains and creates correspondence and appointments for the Engineer.

4. Assists in maintaining and processing driveway/culvert permits, utility permits, and special haul permits by maintaining OUPS ticket responses.

5. File records, reports, correspondence, and other documents into an established filing system. Ensure that all files house complete records for projects.

6. Prepares, collects, maintains all payroll records and files. Gathers appropriate signature(s) and makes certain to submit payroll in accordance with guidelines provided by the Auditor’s Office. Posts payroll information into electronic system and then provide information to Auditor’s Office for processing.

7. Receives and signs for all deliveries. Sorts and distributes all incoming packages and correspondence to the Engineer’s Office.

8. Receive, date stamp and process “pay-ins” of incoming revenue/payments to Belmont County Auditor’s and Treasurer’s Office. Maintain receipt log. Check all information for accuracy and processes documents according to established procedures.

9. Processes mass mailings as needed (Ditches, annexations, alley/road vacations, etc.)

10. Make copies and sends and receives communications, as necessary. May prepare and mail statements for billing from time to time as needed.

11. Distributes or creates employee memorandums as needed.

12. Works with the Office Manager to provide information on public records requests regarding employee wages and hours worked.

13. Maintains confidentiality of confidential and sensitive information.

14. Exhibits integrity, professionalism, and ethical conduct as representative of the Engineer’s Office. Attends and participates in required training on topics relevant to the job so to keep current. Works assigned schedule, exhibits regular and punctual attendance, and works outside of normal schedule as required.

15. Performs other duties as assigned.

KNOWLEDGE BASE:

The employee should possess a solid understanding of general office practices and procedures, including file management, recordkeeping, and customer service principles. They should be familiar with standard office equipment and have a working knowledge of common software applications such as word processing, spreadsheets, email, and database systems. A basic understanding of business correspondence, professional communication standards, and document formatting is important.

Knowledge of organizational policies, confidentiality requirements, and proper handling of sensitive information is expected. The role also benefits from an understanding of scheduling practices, data entry methods, and basic accounting or administrative support functions. Awareness of workplace safety practices, as well as the ability to learn and apply department-specific systems or regulations, is essential for effective job performance.

MINIMUM REQUIREMENTS FOR EMPLOYMENT:

High School Diploma and/or GED

Must be fluent in speaking common English vocabulary.

Ability to use Microsoft Office products.

Maintain insurability by County provider.

REQUIRED ONGOING TRAINING AND DEVELOPMENT:

Attend and participate in all safety training.

Attend training to enhance skills and further development.

WORKING ENVIRONMENT:

The Office Staff member works in a professional, fast-paced administrative setting. The role requires regular use of standard office equipment, including computers, printers, scanners, telephones, and multifunction devices. Work is typically performed at a workstation, involving extended periods of sitting, data entry, and computer-based tasks. The position may also involve occasional standing, walking, filing, and interaction with employees, visitors, and external partners.

The environment is team-oriented and collaborative, requiring effective communication, attention to detail, and the ability to manage multiple tasks and deadlines. While most work follows a consistent schedule, occasional adjustments may be necessary to meet departmental needs or support special projects. The employee is expected to maintain a professional demeanor, safeguard confidential information, and contribute to a positive and efficient workplace.

Pay: $23.00 - $29.21 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person