Administrative Assistant II - Commissioners Office - Union County PA

Job Description

Union County is currently accepting applications for a part-time Administrative Assistant at 27.5 hours a week to support the Commissioner’s office and Veteran Affairs.  This position will serve as the front-facing receptionist at the Union County Government Center. Excellent customer service, communication, and technological skills are necessary. This position will also serve as a resource for other departments within the Union County Government Center as needed.

Pay Range:  $16.88/hr - $18.64/hr (Depending on experience level)

ESSENTIAL FUNCTIONS

Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; responds to routine questions and complaints; researches problems and initiates problem resolution; refers complaints/problems to appropriate personnel.

Provides more complex secretarial/administrative support for department management; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation, composes, types, edits, or proofreads correspondence on behalf of management; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information.

Maintains calendar/schedule of activities for assigned department/division; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes.

Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records.

Processes documentation pertaining to receipts and expenditures; prepares purchase orders and forwards purchasing data to the finance department; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards payment; maintains files and records.

Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews time sheets for accuracy and researches discrepancies; maintains attendance records, personnel/payroll files, employee rosters, and related records; provides information to Human Resources staff as requested. 

Processes documentation pertaining to budget or general financial management; enters budget data into the computer; assists with budget preparation; monitors expenditures to ensure compliance with the approved budget; prepares bank deposits; coordinates internal accounting activities; maintains current balances for general ledger accounts.

Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hard copy records. 

Maintains file system of various files/records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into the computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.

Maintains inventories of supplies, forms, and equipment; ensures availability of adequate supplies to complete work activities; prepares and forwards purchase requisitions for needed materials, equipment, and supplies; receives/distributes incoming supply shipments.

Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hard copy materials, or other sources as needed.

Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

Prepares, types, proofreads, and/or completes various forms, reports, correspondence, newsletters, advertisements, lists, logs, notices, schedules, calendars, check requests, purchase orders, requisitions, budget documents, contracts, agreements, incident/accident reports, agendas, minutes, inventory records, charts, graphs, spreadsheets, brochures or other documents.

Receives various forms, reports, correspondence, logs, applications, invoices, check requests, purchase orders, personnel forms, budget documents, contracts, work orders, newsletters, policies, procedures, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate. 

Communicates with County officials, department heads, County employees, the public and outside businesses and agencies as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.

Operates a personal computer, telephone, general office equipment or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

MINIMUM REQUIREMENTS

The position requires a high school diploma or GED; supplemented by two year(s) of experience in clerical or administrative work; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. 

Applications or resumes should be forwarded to the Human Resource office no later than Tuesday, November 26, 2024 by 4:00 PM.

Union County is an EOE.

Company Description

Union County is a county in the Commonwealth of Pennsylvania. As of the 2020 census, the population was 42,681. Its county seat is Lewisburg. The county was created on March 22, 1813, from part of Northumberland County. Its name is an allusion to the federal Union. 

We encourage you to review our current job postings and apply for a career with us today. A full job description and application can be obtained at www.unioncountypa.org or
picked up at the HR Office located at 155 N 15th Street, Lewisburg, PA 17837.

Union County, Pennsylvania is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.