Administrative Assistant

Description

• Base Pay $15.54 - $21.00 / Hour
• Employee Type FT Non-Exempt

DEPARTMENT: Noxious Weed Control

SALARY: $15.54 - $21.00 DOE

BENEFITS: Medical/Dental/Vision/Life Insurance paid for employee, PERSI Retirement, Sick Leave, Vacation after 1 year, Holiday Pay, and Funeral Leave

SUMMARY

The primary responsibilities of an employee in this class is to provide assistance to the Weed Department Superintendent with inner office support—secretarial/clerical, and receptionist duties requiring a high level of detail and accuracy and effective communication skills. This position is responsible for proper record keeping and documentation of departmental business involving contracts/agreements, and services provided or received involving private landowners, businesses, county, state, and federal agencies.

This position is responsible for the submission of account payables/receivables. This position provides customer service to landowners, businesses, county, state and federal agency personnel via phone, email, written correspondence, and in person.

· Provide secretarial/clerical support to the Weed Department Superintendent and staff.

· Answer phones, receive and distribute messages, process mail, greet members of the public, businesses, county, state, and federal agency personnel.

· Compose and type required correspondence to private landowners, businesses, county, state, and federal agency personnel.

· Develop detailed spreadsheets for documentation of daily, weekly, monthly, and yearly data, including, but not limited to, herbicide applications for individual applicators and individual county, state and federal agencies, documentation of receipt of revenue and herbicide inventory.

· Prepare and submit account payable claim forms requiring payment to the County Clerk’s office for processing.

· Submit payments for services rendered to the County Clerk’s office for processing.

· Create and send invoices to various agencies for herbicide applications provided.

· Assist the Superintendent in the preparation of yearly submission of departmental budget requirements.

· Assist the Superintendent in the Landowner Cost Share Grant application process—letter composition, typing reports, creating graphs/charts, chemical distribution documentation, entering data, downloading pictures, calculate In-Kind values, scanning documents, calling landowners for required documents, complete verbal and/or written communication/correspondence with agencies involved in the application process.

· Scan and file required detailed documents relating to Cost Share chemical distribution to landowners, i.e., chemical amounts, total acres, infested acres, treatment hours, latitude, longitude, etc. for submission to State agency.

· Enter all herbicide application information from Daily Field Reports into electronic files.

· Scan vehicle maintenance logs.

· Scan weekly herbicide inventory records.

· Scan various Contracts/Agreements and supporting documentation.

· Back-up office computers.

· Organize and maintain electronic and hardcopy files.

· Assist in updating and maintaining department information on County Website.

· Submit IT Help Tickets when required.

· Contact outside office equipment business personnel for maintenance and upkeep for equipment under contract agreement.

· Complete online registrations for herbicide applicators training seminars for licensing points.

· Complete online vehicle registrations.

· Prepare yearly legal document for publication in local newspaper as well as various weed control articles the Superintendent requests for publication.

· Provide professional and courteous customer service to businesses, private landowners, county, state and federal agency personnel.

· Prepare monthly employee time sheets and payroll worksheet for submission to County Payroll Clerk for processing.

· Maintain/update and submit departmental Assent Inventory sheet to Clerk’s Office for record keeping.

· Send yearly chemical bid requests and letters to chemical distributors.

· Prepare and maintain herbicide pricing sheet.

· Order requested herbicides, receive herbicide shipments and maintain the appropriate records.

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