Administrative Assistant - Operations Division

Position Function Summary

Under the direction of the Operations Division Office Manager the Administrative Assistant provides a variety of working level, routine administrative and technical clerical duties as needed to expedite the administrative, secretarial or clerical functions of the operations department.

The statements below describe the essential functions and are not all-inclusive. They provide a general outline of the level and nature of work to be performed. The employee may be directed to perform other duties as reasonably requested by a supervisor.

• Performs a full range of secretarial duties as needed to provide clerical support to department(s) and department heads.
• Acts as receptionist; answers phone and routes calls; takes and relays messages; provides information to inquiring parties.
• Assists the Office Manager in receiving and tracking requests (work orders) from other departments, countywide.
• Prepares and assists with creation of documents, letters, reports, memos, or other general correspondence; composes routine letters and informative notices.
• Maintains various program and activity files, records and documents activities, expenditures, budget balances, and payroll; prepares meeting agenda requests.
• Provides administrative assistance in the collection of budget information utilized in the preparation of annual budgets; modifies previously approved budgets to reflect expected budget proposals and requests; coordinates final budget preparations with both division heads; completes budget development as assigned.
• Conducts purchasing, contacts vendors, requests and receives price quotes, utilizes proper procurement policy, enters and submits requisition requests.
• Responsible for tracking and reconciling monthly budget, submits invoices for payments and tracks available balances.
• Provides initial contact with the general public seeking information regarding driveway/excavation permits road issues/complaints/questions, sign issues; determines necessary forms; assists the public in the completion and processing of driveway and excavation permits. Keeps a database of approved/issued permits.
• Provides initial contact with County employees and vendors in relation to work being performed by Operations Division Departments. Assists the Department in receiving and tracking requests (work orders) from other departments and the public on behalf of the Operations Division, countywide.
• Tracks and files all County vehicle maintenance records, data entry into fleet maintenance software, enters preventive maintenance records.
• Tracks and maintains lists of materials requested by employees; safety equipment, parts, tools, office supplies, signs, bridge materials.
• Tracks and files all utility line locates, haul tickets, road maintenance log, updates daily logs and daily inspections.
• Maintains inventory for various division assets; scoria, culverts, signs, bins, tools, auto parts, tires, auto supplies and office supplies.
• Assists with the submittal of CDL information to the State; maintains accurate training information and certificates ascertained by staff.
• Attends management meetings for supervisor in their absence, when requested.
• Schedules and arranges meetings and travel itineraries; coordinates travel schedules, arranges for facilities, lodging, transportation, etc. on an as‑needed basis.
• Collects mail and distributes to various department locations.

• Payroll and payroll functions:
  • Monitors recorded work time and submits for payroll processing.
  • Monitors leave accrual and leave balances of Department staff.
  • Works with staff to schedule leave, i.e., sick leave, vacation, comp time, etc.
  • Identifies overtime hours and properly accounts for the same.
• Acts as department purchasing agent to:
  • Receive and process requests for purchases and requisitions.
  • Procure goods necessary for operations and/or training.
  • Monitor and/or assist in the processing of purchase orders.
  • Place and track orders as necessary; verify deliveries comply with order documents.
  • Accurately monitor inventory and order supplies.
  • Coordinate non‑routine purchasing needs.
  • Timely process…