Administrative Assistant II- Zoning; Represented

Position Description

This posting will be used to fill a Full Time, Permanent, Represented, Administrative Assistant II position within the Zoning Division of the Department of Planning and Zoning. This position will be assigned to the Zoning Enforcement team and report to the team’s Planning Administrator.

This is responsible and varied secretarial work involving the performance of delegated administrative details.

Work involves responsibility for providing secretarial services requiring the exercise of initiative, independent judgment, and discretion in handling delegated administrative details and the performance of clerical duties. Guidance and direction may be provided over lower level clerical workers. New assignments and changes in policies and procedures are received in general outline, and employees are expected to proceed with minimum supervision. Advice and assistance are normally available.

Work is reviewed for the achievement of desired results and adherence to established policies and procedures.

Performs a variety of office administration tasks in relieving a superior of administrative details. Maintains budget accounts; establishes and maintains complex filing systems; plans office functions; maintains an adequate supply of office materials and supplies; conveys complex and important instructions and messages;
Arranges appointments and meeting schedules; screens and refers callers, provides detailed responses to information requests on programs and activities; makes travel arrangements; appropriately re‑directs complaints; and enters complaint information into a case management database. Researches, composes, and/or edits traditional and electronic correspondence, in accordance with established policies and procedures; utilizes word‑processing software to prepare administrative and public reports, including reproduction and distribution;

prepares complex worksheets and tables; and completes various mathematical computations. Prepares meeting or conference agenda and materials, in accordance with established practices and ensures timely distribution of conference materials; attends meetings and conferences to record minutes and compose drafts of proceedings. Maintains files of proposed county and state legislation; attends legislative committee meetings; notifies county department heads of legislation that may affect their operations.

Serves as a legal administrative assistant; takes and transcribes dictation on legal matters; inputs various legal documents into appropriate databases or electronic files; and maintains trial calendars. Maintains records of office activities that support human resources, e.g., purchasing and travel expenses. Performs related work as required.

• Considerable knowledge of secretarial practices and procedures.
• Considerable knowledge of business English, spelling, arithmetic, and vocabulary.
• Considerable knowledge of modern office practices, procedures, systems, and equipment.
• Considerable knowledge of the particular department's activities and responsibilities.
• Knowledge of general county operations and organization.
• Ability to operate computers, office management, word processing software, and standard office equipment; and take dictation in those positions for which it is required.
• Ability to make moderately complex decisions independently in accordance with established policies and procedures.
• Ability to perform responsible secretarial duties.
• Ability to maintain administrative, fiscal, and general records, and to prepare reports and answer questions from records.
• Ability to establish and maintain effective working relationships with employees and other county departments.
• Ability to deal effectively and courteously with the public.

Graduation from high school, including or supplemented by courses in secretarial science; two (2) or more years of experience in secretarial and general clerical work; and a passing score on appropriate proficiency tests.

NOTE:

Longevity pay is available based on years of service.

• Strong customer service experience includes telephone and face‑to‑face contact with the public, outside agencies, appointed and elected officials, and co‑workers.
• Proficiency in Google Suite.
• Proficiency at the intermediate or higher level in MS Office.
• Experience working with electronic Payroll Systems such as Automated Data Processing (ADP) or a related automated payroll system.
• Experience using interactive databases to maintain digital records or process applications.