Highway Administrative Assistant

Allen County
Job Descriptions

ADMINISTRATIVE ASSISTANT

Department: Highway - Central FLSA Status: Non-exempt
Classification/Level: B - II Date: 10/23/2013

Under the direction of the Finance and Personnel Manager, the Administrative Assistant is responsible for answering calls, greeting guests, scheduling appointments and meeting rooms and a variety of other clerical duties.

ESSENTIAL FUNCTIONS:

• Answers multi-line telephone, logs calls, determines nature of calls, provides requested information and/or routes caller to appropriate individual or agency.
• Maintains the appearance of office. Arranges for minor repairs.
• Assists office staff with a variety of reports and/or correspondence. Makes copies and/or files as requested.
• Assists Technical Services customers with driveway and sidewalk permit applications and issues receipts.
• Files permit information into card file after Permit Manager has approved and issued permit numbers.
• Responsible for setting up appointments for office staff and locating appropriate size meeting rooms.
• Delivers interoffice mail between Citizens Square Office, Auditors office, Personnel and various other entities.
• Assists walk-in customers and Highway employees with concerns and when necessary refers them to the appropriate office or person to assist them with their needs.
• Collects, records and prepares deposits for dust control applications.
• Requests driving records for Highway employees semi-annually.
• Assists the other Clerk/Dispatchers with covering forwarded calls and/or reports to other facilities to assist during absences or vacations.
• Performs all other duties as required.

REQUIREMENTS:

• High School Diploma or GED at least one year clerical and customer service experience
• Valid Driver’s license to drive County vehicle to and from barns
• Knowledge of standard office policies and procedures
• Strong verbal and written communication skills
• Ability to operate multi-line phone, printer, scanner, copier, fax, and adding machine
• Strong computer skills with the ability to operate Microsoft office and other job-related software
• Knowledge of standard English grammar, spelling, and punctuation
• Ability to type with speed and accuracy

DIFFICULTY OF WORK:
The Administrative Assistant performs moderately complex, relatively standardized tasks while. Knowledge of prescribed procedures is needed to ensure proper communication with road crews and field staff.

RESPONSIBILITY:
The Administrative Assistant performs work that involves recurring tasks with detailed instructions when preparing and maintaining various reports. Work is checked for quality and accuracy at critical phases and upon conclusion.

PERSONAL WORK RELATIONSHIPS:
The Administrative Assistant maintains frequent contact with other County employees and the public while answering phones and greeting visitors.

WORKING CONDITIONS:
The Administrative Assistant works in a standard office setting with frequent sitting and the ability to move about freely. Some lifting of up to twenty pounds, bending, monitoring equipment, detailed inspection, and proofreading exists. Frequent typing and very frequent attention to detail is required.

SUPERVISION:
None

LICENSING:
Valid Driver’s license to drive County vehicle to and from barns

IMMEDIATE SUPERVISOR:
Finance and Personnel Manager

HOURS:
8:00 am to 4:30 pm and as needed; 37.5 hours/week

EEO CATEGORY:
0206

WORKERS’S COMP CODE:
8810

I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described.

Employee Signature: ____________________________________________ Date: ____________________

Supervisor Signature: ____________________________________________ Date: ____________________

Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.

We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.