Administrative Assistant

RICHLAND COUNTY, SOUTH CAROLINA

CLASS DESCRIPTION

2021

CLASS TITLE: AS251

GENERAL DESCRIPTION OF CLASS

The purpose of the class is to provide responsible administrative support to ensure effective and efficient office operations in assigned division of the Community Planning and Development Department to assist with and to perform related work as required. Reports to Business Manager and supports executive level duties involving confidentiality and sensitivity.  Performs a wide variety of complicated tasks and related work as required.  Responsibilities include research and analysis, monitoring department budget, and assisting County’s Board, Committee, Commission, and/or District panels and related associations as required.  The class works within a general outline of work to be performed, and develops work methods and sequences under general supervision.

ESSENTIAL TASKS

The tasks listed below are those that represent the majority of the time spent working in this class.  Management may assign additional tasks related to the type of work of the class as necessary.

Provides administrative support to the Community Planning and Development staff; performing such duties as scheduling meetings and appointments, maintaining calendars, screening and sorting daily mail, composing routine and confidential letters for supervisor’s signature, typing memos and correspondence, making travel arrangements, etc.

Reviews office operations and makes recommendations for changes in policies and procedures as appropriate to enhance office effectiveness and efficiency.

Establishes and maintains effective record-keeping systems; assists in maintaining accurate databases.

Provides exceptional customer service (i.e. manage customer inquiries; provides information and assistance as requested).

Acts as a departmental liaison, to include assisting in staff member professional development affiliations, trainings, associated registrations and/or memberships.

Maintains reasonable measures of proprietary information and confidentiality of department’s personnel records.

Performs basic accounting work as required, including payment reconciliations, purchase requisitions and purchase orders tracking, etc.

Researches and compiles data and information as required for reports and for decision-making purposes.

Develops and updates formal documents; including, but not limited to correspondences, memos, newsletters and organizational charts.

Prepares materials (i.e. reports, presentations, agendas, summaries, minutes) for and attends various staff, Board, Committee, Commission, and/or District meetings and public hearings as required.

Maintains and updates departmental SharePoint® sub site.

Provides computer-based administrative support for departmental management team, including word processing, spreadsheets, database updating.

Provides general administrative support work as required, which may include, but not limited to compiling data for reports, copying and filing documents, ordering office supplies and maintaining inventory records, etc.

Receives and responds to employee / public inquiries, concerns and complaints in areas of responsibility.

Provides support to applicable Boards in, or in association with Community Planning and Development Department.

Cross-trains to assist and act as coverage for co-workers with various administrative support duties as necessary.

Attends staff, Committee and County meetings as required.

Attends trainings, meetings, seminars and/or workshops.

All other duties as assigned.

INVOLVEMENT WITH DATA, PEOPLE, AND THINGS

DATA INVOLVEMENT:

Requires gathering, organizing, analyzing, examining or evaluating data or information and may prescribe action based on such data or information.

PEOPLE INVOLVEMENT:

Requires giving information, guidance or assistance to people to facilitate task accomplishment; may give directions or assignments to helpers or assistants.

INVOLVEMENT WITH THINGS:

Requires handling or using machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner.

COGNITIVE REQUIREMENTS

Provides an overview and example of the intellectual skill and abilities needed to perform job duties.  Do not enter text here.

REASONING REQUIREMENTS:

Requires performing administrative work involving policy and guidelines, solving both people- and work related problems

MATHEMATICAL REQUIREMENTS:

Requires using addition and subtraction, multiplication and division, and/or calculating ratios, rates and percentages. Budget allocation, forecasting

LANGUAGE REQUIREMENTS:

Requires reading technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word form.

MENTAL REQUIREMENTS:

Requires doing administrative, manual or technical tasks requiring a wide range of procedures and requiring intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with periods of concentration for accurate results or occasional exposure to unusual pressure.

VOCATIONAL/EDUCATIONAL AND EXPERIENCE PREPARATION

(List the required and preferred education, training, experience, certifications, and licenses.  Review the Career Architecture Leveling Guide to ensure use of consistent language.

Note: Candidates need to meet the required qualifications in order to be considered for the position.

Required qualifications need to be the minimal level of experience/education/ certification/licensure needed to perform the job at a competent level. Minimum qualifications need to be legally defensible and must pertain to the duties and responsibilities listed in the job description.

Preferred qualifications list the requirements of the ideal candidate.  Do Not enter text here.)

VOCATIONAL/EDUCATIONAL PREPARATION:

Requires Associate’s degree, vocational technical degree or specialized training that is equivalent to satisfactory completion of two years of college education with emphasis in office management, secretarial science, business administration or a closely related field. Must type 35 wpm minimum.

SPECIAL CERTIFICATIONS AND LICENSES:

Microsoft® certification preferred. Must possess a valid state driver’s license.

EXPERIENCE REQUIREMENTS:

Requires over three years and up to and including five years in administrative support role.

AMERICANS WITH DISABILITIES ACT REQUIREMENTS

PHYSICAL AND DEXTERITY REQUIREMENTS:

Requires sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.

ENVIRONMENTAL HAZARDS:

The job risks exposure to no known environmental hazards.

SENSORY REQUIREMENTS:

The job requires normal visual acuity and field of vision, hearing and speaking ability, color perception.

JUDGMENTS AND DECISIONS

JUDGMENTS AND DECISIONS:

Responsible for guiding others, requiring a few decisions affecting a co-workers; works in a stable environment with clear and uncomplicated written/oral instructions but with some variations from the routine

ADA COMPLIANCE

Richland County is an Equal Opportunity Employer.  ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities.  Prospective and current employees are invited to discuss accommodations.