Administrative Assistant

GENERAL STATEMENT OF DUTIES

Perform technical and/or administrative assignments of a department or agency-wide scope. This classification encompasses positions in large, multi-program, and division departments, in which the position devotes the majority of time as a liaison with Finance and Human Resources, managing time reporting and accounting for a variety of shift work.

Work under the general supervision of a manager or supervisor who assigns work, establishes goals, and reviews the results obtained for overall effectiveness through the analysis of performance, reports and conferences.

May provide lead direction to employees performing clerical support duties.

• Lead worker for the administrative section.
• Provides executive-level support to the Assessor, Chief Deputy Assessor or Administrative Services Manager.
• Performs extensive and complicated statistical and legal research on technical or administrative issues with department-wide impact; develops reports, summaries and recommendations based on research.
• Acts as resource on administrative issues, including employee actions and compliance with county policies and procedures.
• Oversees maintenance of departmental archives.
• Acts as liaison between department and Human Resources and Finance.
• Reports to and receives assignments directly from the Administrative Services Manager.
• Exercises significant initiative, self-direction, confidentiality and sound judgement in performing job functions.
• Provides input on performance or behavioral issues in the administrative section and provides input for employee evaluations.
• Oversees, reviews, and delegates tasks to subordinate staff within the administrative section.
• Schedules and coordinates section work coverage, and is responsible for assigning, organizing, planning and reviewing work assignments.
• Provides guidance and technical expertise in daily activities and acts as a resource on difficult points of procedure.
• Maintains responsibility for training staff and provides backup to support staff as needed.
• Manages and monitors the Veteran’s Exemption, Active Military Service Member, Surviving Spouse of a Public Safety Officer, and Senior Deferral programs including processing new applications; explains program requirements to citizens at the counter by phone or by written correspondence.
• Performs or delegates data entry, scanning, filing and archiving assignments.
• Creates and maintains written procedures and training/resource handbooks.
• Processes accounts payable, including the creation of requisitions and purchase orders.
• Assists in finally closing purchase orders at end of fiscal year.
• Resolves discrepancies and acts as department liaison with Financial Services regarding accounts payable policies and procedures.
• Coordinates with vendors to keep accounts accurate and current.
• Provides information and assistance to customers by phone or at the counter on matters related to assessment and taxation utilizing A&T computer database.
• Directs customers to appropriate authority as needed.
• Monitors continuing education requirements for appraisers and management staff.
• Develops and maintains a spreadsheet to record each employee’s continuing education credits.
• Distributes notices of future training sessions and registers staff accordingly.
• Distributes credit standings and requirements to management for periodic review.
• Creates and maintains training files for all employees in compliance with ORS regulations.
• Registers staff with the State’s ACED program.
• Acts as liaison to Department of Revenue on training issues and opportunities.
• Provides confidential, executive-level clerical support to Assessor, Chief Deputy Assessor or Administrative Services Manager.
• Performs research, develops and maintains various spreadsheets, composes correspondence and prepares documentation in the proper format for review and approval by the Board of Commissioners.
• With guidance from Administrative Services Manager, writes or updates administrative procedures. Records and distributes minutes from meetings as requested.
• Coordinates conference, meeting and training room reservations for meetings or vendor demonstrations.
• Assis…