Administrative Officer

Guilford County•15 Lockheed Court Greensboro, NC

11d

About The Position

Under minimal supervision, the Administrative Officer coordinates the activities of an administrative or clerical support function for a department or unit and develops and evaluates administrative policies and procedures. The role includes important administrative duties supporting departmental programs, including complex and confidential executive-level administrative support. It requires responding to inquiries that call for a highly complex understanding of County and departmental policies, procedures, agencies, operations, and key staff. The employee uses discretion and independent judgment when working with County employees, other municipalities, community organizations, and Guilford County residents, and ensures escalated inquiries are addressed and resolved. Work is performed under minimal supervision and reviewed through conferences, post-audits, inspections, reports, and public acceptance. The Administrative Officer oversees purchasing, budget preparation and control, personnel transactions, and routine matters on behalf of a superior when they are absent. The role supports departmental management and administration, coordinates resources and office operations, maintains and interprets administrative policies and procedures, and may supervise, train, and audit the work of clerical and administrative employees. It also involves budget analysis and reporting, contract and document review, employee selection activities, and representing the agency at meetings and conferences.

Requirements

Bachelor's degree from an accredited college or university and three years of progressively responsible administrative or office management experience; OR an associate degree and five years of such experience; OR a high school education and seven years of such experience.
Considerable knowledge of the principles and practices of public and business administration.
Considerable knowledge of modern office procedures, practices, and equipment.
Knowledge of and ability to analyze, interpret, recommend, and implement policy and procedural guidelines.
General knowledge of accounting practices and procedures.
Knowledge of government operations.
Ability to apply accounting and analytical skills to define and solve problems, collect data, and assist the public with concerns.
Ability to initiate and implement administrative programs and procedures and evaluate their effectiveness.
Ability to plan and assign the work of subordinate employees.
Ability to establish and maintain effective working relationships with departmental and County personnel, officials, and the public.
May be required to drive a County-owned or personal vehicle for County business; a valid driver's license and compatible driving record may be verified, and personal-vehicle use requires insurance consistent with County policy.

Nice To Haves

Bachelor's degree.

Responsibilities

Oversee departmental purchasing, budget preparation and control, and personnel transactions; act for a superior in routine matters during their absence.
Schedule and maintain calendars; compile and compose information; draft and type correspondence, agendas, meeting notices, minutes, press releases, and reports; arrange activities, meetings, registrations, and travel.
Assist the director with departmental management and confer with other County departments and state agencies about administrative service problems.
Coordinate assignment of computers, telecommunications, office space, and building maintenance; complete necessary work orders and requisitions for equipment and supplies.
Create, update, and interpret office administration policies and procedures.
Coordinate and assign work schedules to clerical and administrative employees; train others on policies and procedures; audit others' work for accuracy.
Analyze administrative problems and revise policies and procedures.
Assist with department or area budget planning and preparation; analyze or maintain budgets as needed.
Prepare and interpret recurring administrative reports, including expense, budget, and utilization reports.
Review contracts and documents for signatures from departments and outside agencies.
Participate in interviewing and selecting new employees.
Disseminate information that involves interpreting departmental policies, laws, and activities.
Represent agency administrative personnel at meetings, conferences, and institutes for which the department has primary responsibility.
Address and resolve escalated inquiries, referring only the highest-complexity inquiries to management.
Perform related duties as required.