Administrative Assistant

Perform a variety of complex clerical, administrative and receptionist duties in support of the Road & Bridge, and Motor Pool Department.

ESSENTIAL JOB FUNCTIONS:

(These duties are illustrative of typical essential responsibilities of the job, and may vary according to assignment)

Administrative Operations:

• Under the direction of the Administrative Foreman, provides administrative services to Road & Bridge Departments and the Motor Pool Division.
• Greets and assists customers and employees, answers phone calls, and responds to emails.
• Completes a variety of administrative tasks including Fuel reports in Fuel Master, entering data into appropriate database, and maintaining appropriate logs.
• Performs basic financial transactions including billing for motor pool, processes invoices, and submits to the finance department. Enters credit card deposits into systems and deposit checks to appropriate bank and systems.
• Sets up new vendors and submit to the finance department. Tracks purchase orders. Runs Road and Bridge/Motor Pool fuel charges and credits and sends journal entry to Finance.
• Enters transactions into motor pool system(s) to track mileage, fuel usage, and other functions. Assigns few pins.
• Responsible for assisting the Motor Pool department with vehicle and equipment replacement.
• Responsible for tracking vehicle replacement schedule and assists the Motor Pool Manager with the acquisition and disposal of County Vehicles through the bid process and auction disposal process.
• Track and report year-end inventory.
• May assist Maintenance Foreman and mechanics with software associated with automotive maintenance. Order vehicle and equipment supplies for shop, as needed.
• Work with other County Departments as needed on annual vehicle replacements, setting up and deactivating county employees with fuel PINS as needed.
• Assist with ordering office supplies and maintaining office equipment.

Other duties as assigned.

CORE COMPETENCIES:

(Representative of the knowledge, skills, and abilities expected of the position)

• Public Service: A commitment to the mission of providing exceptional services to the citizens of Garfield County. It is who we are, and what we do.
• Customer Service: A commitment to providing exceptional service to all customers (internal & external), which includes being helpful, professional, courteous, and taking the time to understand customer’s needs.
• Stewardship & Innovation:
  Is a good steward of public resources and looks for ways to be innovative and improve efficiency.
• Teamwork:
  Able to work together with a diverse group of people towards a shared goal, while considering the needs of others.
• Business Technology:
  Ability to utilize the technology required of the position and demonstrates a willingness to learn new technologies as required to assist the County in providing exceptional services, innovation, and work efficiencies.
• Communication:
  Proficient in communication, and able to communicate using the English language, including written, verbal, or other communication channels as required by the position.

(Any combination of experience and education that would likely provide the required knowledge, skills and abilities as determined by Garfield County may be substituted for the following requirements.)

• Education:
  
  High School Diploma or equivalent.
• Experience:
  
  Two years of experience in an administrative role providing a similar level of service to internal and external customers. Highly proficient in basic computer software applications.
• Licenses &
  
  Certifications:
  
  Valid driver’s license.

PHYSICAL ACTIVITIES AND WORK ENVIRONMENT:

The physical activities and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this…