Admin Asst Vital Statist

Montrose County•Montrose, CO

2d•$21 - $25•Onsite

About The Position

Performs office administrative support for a division, office or department and its staff. Performs administrative support and secretarial functions, which may include document preparation, meeting planning, data entry and other related duties. Performs customer service duties including reception activities, answering process and program-related questions, and entering and maintaining related data. Works under the supervision of the division, office, or program director, elected official manager, or supervisor and performs a variety of routine work within established policies, procedures and receives detailed instructions on new projects and assignments. This position has no supervisory responsibilities.

Requirements

A High School graduate or equivalent, supplemented by additional secretarial or office administration coursework. An Associate’s degree is preferred.
A minimum of two (2) or more years experience in an office setting.
Modern office practices and procedures.
Must have the ability to communicate effectively both verbally and in writing and the skill to organize materials and present information clearly and concisely in verbal and written form. Must understand and follow verbal and written instructions. Must have proficient knowledge of the English language, proper grammar, punctuation and spelling in other oral and written communication and have the ability to write routine reports and correspondences. Must be able to read, comprehend and apply laws, rules, regulations, policies and standard operating procedures required for this position, as well as, basic how-to documents and manuals.
Must possess the ability to establish and maintain cooperative working relationships with fellow employees, representatives of other agencies and organizations and members of the community. Have strong customer service orientation and work collaboratively within a team environment. Interact professionally and diplomatically with County employees, other agencies and organizations and members of the community and manage difficult or emotional customer situations. Must have the skill to organize work flow and accomplish established objectives. Possess the ability to recognize when confidentiality is required and maintain strict confidentiality. Must maintain appropriate professional boundaries in relationships with customer/clients and the general public.
Must have the ability to work with basic mathematical concepts such as addition, subtraction, multiplication and division and apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Must be able to apply basic principles of logic and reasoning to a variety of practical problems. Have problem solving and troubleshooting skills. Must have strong organizational skills and the ability to prioritize and work on multiple tasks. Must be able to exercise some independent judgment and function under pressure. Must be able to accomplish assigned tasks to meet established performance standards and objectives and thinks through the consequences of a decision prior to making it.
Must be able to effectively use modern office technology and equipment, including computers, calculators, telephone, copiers with scanning and faxing capabilities. Must have fundamental experience with word processing, database manipulation, spread sheets, email, and the knowledge to save and retrieve documents from a variety of destinations and sources. Must be able to learn the software and programs related to the position and the County.
Must possess and maintain a valid Colorado Driver’s License with a satisfactory driving record.
For the Human Services positions: Successful completion of HIPAA training and NIMS 700, IS 100 courses within one (1) year of hire.

Responsibilities

Performs customer service and reception duties for the division, elected office or department; provides general information as well as responds to specific customer questions; routes inquiries appropriately for more complex matters and interpretation issues; takes written messages.
Schedules, maintains, and adjusts appointments, activity calendars, and work schedules for work groups, training and individuals.
Schedules meetings and makes travel arrangements as needed, including communicating with agents, planners, and facilities to coordinate arrangements and ensure all plans are accurate.
Orders and maintains inventory of office and other departmental supplies and equipment; tracks expenditures, ensures operations of office equipment through County or contracted maintenance services.
Assists in the tracking, balancing and processing of accounts receivable and payable, purchasing, bidding and/or contract coordination for the department/division. May handle petty cash fund.
Prepares and distributes meeting agendas, packets, and related materials; may take, tape, transcribe, and distribute meeting minutes.
Establishes and maintains office filing systems, files, and records; assembles information upon request; directs other employees in file maintenance procedures.
Prepares and proofreads standardized documents and forms; composes standard correspondence and written responses upon request and review of other staff members.
Schedules work orders, service calls, and other activities for departmental employees; maintains activity and work logs.
May assist with mail pick-up and distribution.
Regular and predictable attendance is required.