GUILFORD COUNTY GOVERNMENT
Empower Successful People to thrive in a Strong Community supported by Quality Government
Description
GENERAL STATEMENT OF DUTIES
Under minimal supervision, coordinates the activities of an administrative or clerical support function for a department or unit. Develops and evaluates administrative policies and procedures.
DISTINGUISHING FEATURES OF THE CLASS
An employee in this class performs a variety of important administrative duties in developing and maintaining a departmental program, including complex and confidential executive level administrative support functions. Responds to inquiries from colleagues and visitors requiring a highly complex understanding of County and departmental administrative policies and procedures. Work requires a broad knowledge of county agencies and their operation as well as the identity of key staff in all departmental programs. The position also exercises discretion and independent judgment in day to day interaction with government staff at all levels, other government municipalities, community organizations, and the citizens of Guilford County. Representative inquiries may involve giving guidance to department employees, resolving issues brought to department management or influencing the resource planning process. Ensures escalated inquiries are addressed and resolved. Only the highest complexity of inquiries is referred to management. Work is performed under minimal supervision and is subject to review and evaluation through conferences, post-audits, personal inspections, written reports, and public acceptance. Examples of Duties
DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include, but are not limited to:
- Serves as administrative officer in a department overseeing purchasing, budget preparation and control, conducting personnel transactions, and acting for a superior in all routine matters in their absence.
- Performs administrative duties such as scheduling/maintaining calendar appointments, compiling/composing data, drafting/typing correspondence, agendas, meeting notices, minutes, media press releases, reports; scheduling activities, meetings, registrations, travel reservations and accommodations.
- Assists the director with departmental management activities; confers with representatives of other county departments and state agencies in administrative service problems.
- Coordinates assignment of computers, telecommunications, space, and building maintenance, by completing all necessary work orders and requisitions to ensure the staff has all required equipment in working order and all supplies.
- Creates, updates and interprets office administration policies and procedures.
- Coordinates and assigns work schedules to clerical and administrative employees.
- Trains others regarding policies and procedures.
- Audits work of others for accuracy.
- Analyzes administrative problems and revises policies and procedures.
- Assists in department or area budget planning/preparation. May analyze and/or maintain department/area/divisional budgets.
- Prepares and interprets recurring administrative reports, such as expenses, budgets, and utilization reports.
- Reviews contracts and documents for signature from departments and outside agencies.
- Participates in interviewing and selection of new employees.
- Disseminates information involving interpretation of policies, laws, and activities of the department.
- Represents agency administrative personnel at meetings, conferences, and institutes for which the department has primary responsibility.
- Performs related duties as required.
RECRUITMENT STANDARDS
Knowledge, Skills and Abilities
- Considerable knowledge of the principles and practices of public and business administration.
- Considerable knowledge of modern office procedures, practices, and equipment.
- Knowledge and ability to analyze, interpret, recommend and implement policy/procedural guidelines.
- General knowledge of accounting practices and procedures.
- Knowledge of government operations.
- Ability to apply accounting and analytical skills to define/solve problems; collect data and assist public with troubles/concerns.
- Ability to initiate and install administrative programs and procedures and to evaluate their effectiveness.
- Ability to plan and assign the work of subordinate employees.
- Ability to establish and maintain effective working relationships with departmental and County personnel, officials, and the general public.
Typical Qualifications Minimum Qualifications Bachelor's degree from an accredited college or university and three years of progressively responsible administrative or office management experience; OR Associates Degree with five years of progressively responsible administrative or office management experience; OR, High School with seven years of progressively responsible administrative or office management experience.
Preferred: Bachelor's degree
Supplemental Information
Physical Demands:
Work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, driving an automobile, or use of a PCs or other VDTs to accomplish work objectives. No specific physical demands required. Mental demands and normal stress regarding achieving work deadlines are present
Working Conditions:
- Environment: Work environment involves normal, everyday discomforts or unpleasantness. Work area has adequate light, heat, and ventilation; environment is organized and stable.
- Hazards: Work presents no significant hazards to employees
May Require Driving This position may require driving for this position whether driving a County owned or personal vehicle to conduct county business such as but not limited to attending conferences, meetings, or any other county related functions. Motor Vehicle Reports may be verified for valid driver's license and that the driving record is compatible with the county's driving criteria. If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County's vehicle use policy.
Special Note: This generic class description gives an overview of the job class, its essential job functions and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job description with physical abilities checklist which can be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal defensible personnel decisions.
Benefits
We are excited about the opportunity of having you as a prospective new employee! You probably already know our county is a wonderful county to live in, but did you know it is also a wonderful place to work? Below are a few of the reasons why we love working for Guilford County. We offer Health Insurance (UnitedHealthCare) to all benefitted employees working a minimum of 20 hours per week. The shared cost of the premium is based on scheduled/budgeted hours. If you are a full-time employee working 40 hours a week you can expect to pay less than $35 a month for medical coverage, dental coverage for $4 a month and vision coverage for $5 a month. That's less than $45 a month for medical, dental & vision coverage; that's unheard of. Telehealth UHC Virtual Visits are available to you with no copay or out of pocket expense. We are excited to inform you Guilford County has an Employee Wellness Center (24/7 access) with strength training equipment, cardio machines and a group exercise room with virtual or in person coaching from our Wellness Specialist! Employee Assistance Program, 100% funded by the county. A superb benefit for you and your family absolutely free. Confidential help with personal or work-related issues. 13 paid holidays, 12 sick days, and 12 vacation days a year. That's 37 paid days a year, totaling almost 2 months of paid time off. Employer contributes 5% into your 401(k) - no match required. Enrollment in the State Retirement Plan by contributing 6%. Longevity pay beginning at five years of service. We provide a $10,000 Life and AD&D benefit to eligible employees. Flexible spending accounts (FSA) allow you to set aside tax-free dollars for health care and dependent care. Voluntary Life, AD&D, Short-Term and Long-Term Disability.
Guilford County is committed to providing Equal Employment Opportunity (EEO) to employees and applicants for employment regardless of color, religion, sex, national origin, age, disability, genetic information, sexual orientation or political affiliation. The County is committed to complying with all applicable federal, state and local laws that pertain to employment, and to providing a work environment that is free from discrimination of any kind. If you need an auxiliary aide, make the request forty-eight (48) hours in advance of the time the accommodation is needed by calling 336-641-3324.