JOB DESCRIPTION
Title:
Office Associate
Pay Grade:
55
Department:
Road & Bridge
FLSA Status:
Non-Exempt
Reports To:
Director
Revision Date:
6/10/24
POSITION SUMMARY
This position is responsible for providing administrative support of the Department and providing exemplary customer service to members of the public.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.
- Provides customer service to internal and external customers on a daily basis. This includes addressing and resolving customer questions as able, and referring complex inquiries, requests, or complaints to appropriate staff.
- Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail.
- Composes routine correspondence; proofreads and edits documents.
- Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
- Maintains department-specific electronic and paper filing and record systems and documents to provide easy access to records and information; provides retention of records as required.
- Processes and verifies general financial and purchasing functions and entries which may include purchase requisitions, service orders, invoices, check requests, and purchasing-card reconciliations. May maintain and reconcile cash and deposits, and collect monies and fees from customers.
- Assists in entering time and attendance records, and other computer and database maintenance activities.
- Processes personnel and payroll documents, timesheets and attendance records.
- Schedules meetings and activities; records meeting minutes and posts meeting information as required.
- Coordinates and maintains department calendars, reservations, travel and events; schedules rooms, obtains resources, and prepares worksites for activities.
- Completes errands to support activities such as mail delivery to the post office, retail purchases of materials needed, set-up and tear-down of luncheons and other on and off campus meetings and events.
- Provides assistance and support to other team members as needed.
- Orders and maintains inventory of department supplies.
- Read outside fuel meters, post and calculate daily fuel totals, and supervise fuel deliveries.
- Other duties as assigned.
MINIMUM REQUIRED QUALIFICATIONS
- Associate's degree or equivalent from an accredited college and one (1) year of related administrative office experience.
- Must obtain an underground storage tank operator A/B Certificate within timeframe designated by the County.
SUPERVISORY RELATIONSHIPS
Works under general supervision of the department Director. This position has no supervisory responsibilities.
KNOWLEDGE, SKILLS AND ABILITIES
- Knowledge of administrative policies and procedures of the County.
- Knowledge of current office practices and procedures consistent for this position.
- Knowledge of computer software consistent for this position.
- Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
- Skill in accounting and accounts payable/receivable practices, procedures and methods.
- Skill in researching and understanding complex written materials.
- Skill in analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.
- Ability to establish and maintain accurate records of assigned activities and operations.
- Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
- Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
- Ability to think quickly, maintain self-control, and adapt to stressful situations.
- Ability to perform mathematical calculations required of this position.
- Ability to communicate clearly, concisely and effectively in English in both written and verbal form.
- Ability to prepare and maintain accurate and concise records and reports.
- Ability to analyze facts and to exercise sound judgment in arriving at conclusions.
- Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
- Ability to maintain professionalism at all times.
- Ability to maintain effective working relationships with individuals within and outside the organization.
- Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of Freedom of Information Act and other applicable State and Federal statutes and regulations.
- Ability to work the allocated hours of the position and respond after hours as needed.
PHYSICAL AND WORK ENVIRONMENT
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.
- Essential Physical Functions of the position are provided in the Functional Job Analysis Attachment.
- Ability to observe details at close range.
- Communication is required for expressing or exchanging ideas so others understand.
- Work has no exposure to adverse environmental conditions.
- Work is generally in a moderately noisy office setting.
Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.