ADMINISTRATIVE ASSISTANT I

Riley County, KS•Manhattan, KS

7d•Onsite

About The Position

The Administrative Assistant I provides administrative support to the Planning & Development Department, with primary emphasis on the department’s environmental health functions. The position performs general clerical work and assists members of the public. It reports to the Director of Planning & Development and is classified as full-time and non-exempt. The role also supports departmental records, databases, permit processing, reports, purchasing, and meeting coordination. Duties may include other assignments as needed. The listed duties are illustrative and may change as the employer’s needs and job requirements change.

Requirements

High school diploma or equivalent.
Valid driver’s license.
At least two years of experience in an administrative position.
Experience with modern office practices, business English, spelling, and mathematics.
Ability to develop proficiency in Geographic Information Systems and electronic permit systems.
Competent organizational skills.
Ability to work effectively with the public, advisory boards, other agencies, and county staff.
Written and verbal communication skills.
Proficiency in word-processing applications and creating spreadsheets.
Ability to perform the described physical demands, including standing, walking, sitting, using hands to handle or feel objects, reaching, and lifting, pushing, or pulling loads of varying weights; reasonable accommodation may be made.

Nice To Haves

Vocational training.
Technical coursework in word-processing, spreadsheet, and database software.
Experience working in an office and with the public.
Proficiency in Excel.
Clerical experience.

Responsibilities

Provide customer service by answering and directing calls, distributing information, giving applicants instructions, and directing people to appropriate staff.
Provide clerical support, including word processing, data entry, filing, photocopying, scanning, faxing, distributing mail, maintaining supply inventory, and relaying messages.
Assist the Environmental Health Specialist/Technician by entering pumping reports, following up on failures, and scanning, tracking, and filing applications and reports.
Maintain organized departmental records in central hard-copy and electronic filing systems, including scanning, organizing, maintaining, and appropriately purging files.
Provide backup support for accounting and financial records, including processing accounts receivable and payable.
Back up the petty cash fund and coordinate the departmental purchase card in collaboration with the Budget and Finance division, ensuring compliance with Riley County procedures.
Help coordinate meetings for the Manhattan Urban Area Planning Board and the Riley County Planning Board/Board of Zoning Appeals, including assembling packets, scheduling rooms and security, setting up recording equipment, preparing minutes, and attending meetings when needed.
Help maintain databases and spreadsheets that support efficient departmental workflow.
Use and maintain an electronic permit system for permitting, licensing, and application processing and tracking.
Prepare, maintain, and distribute reports and project lists.
Maintain inventory records for departmental equipment.
Perform other duties as assigned.