Administrative Assistant - Coroner's Office

Montrose County•Montrose, CO

27d•Onsite

About The Position

The Administrative Assistant provides office administrative, secretarial, and customer service support for the Coroner's Office and its staff. The role performs routine work under established policies and procedures and receives detailed instructions for new projects and assignments. It reports to the applicable division, office, or program director, elected official manager, or supervisor. The position has no supervisory responsibilities and is part-time at 20 hours per week. Duties include reception and customer service, scheduling appointments and meetings, coordinating travel and meeting logistics, maintaining office supplies and records, assisting with accounts payable and receivable and purchasing coordination, preparing meeting materials and routine correspondence, and scheduling work orders and service calls. Regular and predictable attendance is required. The position operates in a professional office environment, with periodic exposure to field hazards, driving, inclement weather, and potentially hostile clientele. A valid Colorado driver's license and satisfactory driving record are required. The description notes that duties may change and may not include every task required of the position.

Requirements

High school graduate or equivalent, supplemented by secretarial or office administration coursework.
At least two years of experience in an office setting.
Knowledge of modern office practices and procedures.
Effective verbal and written communication skills, including the ability to organize and clearly present information, follow instructions, and write routine reports and correspondence.
Proficient English-language skills, including grammar, punctuation, and spelling.
Ability to read, comprehend, and apply relevant laws, rules, regulations, policies, standard operating procedures, and manuals.
Ability to establish cooperative working relationships and provide strong customer service while collaborating with a team.
Ability to interact professionally and diplomatically with employees, agencies, organizations, and community members, including in difficult or emotional customer situations.
Ability to organize workflow, prioritize multiple tasks, exercise some independent judgment, troubleshoot, and work under pressure while meeting performance standards.
Ability to recognize when confidentiality is required and maintain strict confidentiality and appropriate professional boundaries.
Basic mathematical skills, including arithmetic and applying fractions, percentages, ratios, and proportions to practical situations.
Ability to use modern office technology and equipment, including computers, calculators, telephones, copiers with scanning and faxing capabilities, and related devices.
Fundamental experience with word processing, database manipulation, spreadsheets, email, and saving and retrieving documents.
Ability to learn software and programs used for the position and by the County.
Ability to talk and hear; sit and stand for long periods; use hands and fingers; reach, walk, climb or balance, twist, stoop, kneel, crouch, or crawl; and perform tasks requiring extensive hand-eye coordination.
Ability to operate a computer keyboard, mouse, and other devices with hand and finger dexterity.
Ability to occasionally lift or move objects weighing up to 25 pounds.
Required vision abilities include close and distance vision, peripheral vision, depth perception, and focus adjustment.
Physical ability and mobility to drive a motor vehicle to and from field locations and meetings as required.
Ability to work extended shifts and attend training and meetings outside regularly scheduled hours, and to work in stressful situations.
Must possess and maintain a valid Colorado driver's license with a satisfactory driving record.

Nice To Haves

An associate's degree is preferred.

Responsibilities

Perform customer service and reception duties, provide general information, respond to customer questions, route complex inquiries, and take written messages.
Schedule and maintain appointments, activity calendars, and work schedules for individuals and work groups.
Schedule meetings and arrange travel as needed, coordinating with agents, planners, and facilities.
Order and maintain office and departmental supplies and equipment, track expenditures, and coordinate equipment maintenance.
Assist with tracking, balancing, and processing accounts receivable and payable, purchasing, bidding, and contract coordination; may handle petty cash.
Prepare and distribute meeting agendas, packets, and related materials; may record, transcribe, and distribute meeting minutes.
Establish and maintain filing systems, files, and records; assemble information upon request and direct other employees in file maintenance procedures.
Prepare and proofread standardized documents and forms, and compose routine correspondence and written responses for review by other staff.
Schedule work orders, service calls, and other departmental activities, and maintain activity and work logs.
Assist with mail pickup and distribution.
Maintain regular and predictable attendance.