Assistant to the County Administrator

Otsego County•225 W. Main St. Gaylord, MI

11d•Onsite

About The Position

Under the supervision of the County Administrator, provides varied secretarial and administrative support. Prepares and compiles reports, types correspondence, establishes office filing and record systems and coordinates the completion of special reports, contracts and other documents. Performs a variety of functions to support the human resources function. Manages the central telephone system and assists in coordinating other administrative activities.

Requirements

High school diploma or equivalent, supplemented by college or vocational training in secretarial science or a similar field and four years of progressively more responsible experience in providing administrative support in a professional environment.
The county, at its discretion, may consider an alternative combination of formal education and work experience.
Michigan Vehicle Operator’s License.
Certification as a Notary Public after hire.
Knowledge of the principles and practices of county administration and skill in providing administrative support to such activities.
Knowledge of government operations, public administration and budgeting practices.
Ability to interact professionally, constructively, and diplomatically with top level administrators, other employees, elected officials, representatives of the business community and other governmental units and the general public.
Ability to establish effective working relationships and use good judgement, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials and the public.
Skill in maintaining documents in an electronic and non-electronic format.
Skill in maintaining a complex filing system, and retrieving and researching information inquiries, including sensitive information requiring confidentiality and discretion.
Strong skills in proofreading, reviewing forms, documents and reports.
Skill in assembling and analyzing data and preparing comprehensive and accurate reports.
Skill in effectively communicating ideas and concepts orally and in writing.
Skill in the use of office equipment and technology, including Microsoft Suite applications, database use and the ability to learn new software programs applicable to the position.

Responsibilities

Answers telephone calls and receives visitors for the administrative office and responds to inquiries and concerns from other municipalities, agencies, employees and the public.
Identifies those issues needing the attention of the Board Chairperson, County Administrator, committees and various staff.
Sorts and distributes mail.
Sets-up and types correspondence, reports, budget documents, spreadsheets, and other documents for the Commissioners and County Administrator.
Types forms and correspondence of a sensitive nature.
Prepares Board agendas and packets.
Maintains Board filing systems, Standing Committee notebooks, policy manuals, lawsuit files and other documents.
Maintains database of Board/Commission terms and appointment dates.
Manages county-wide telephone system including accessing system and changing passwords on voice mail, programming phones and other basic technical issues.
Coordinates telephone training, manages computer program that tracks calls made, and serves as primary liaison with the vendor.
Maintains and distributes County directories, phone lists and security contact lists to departments.
Maintains other systems for the County.
Oversees security key codes and assigns door codes to new employees.
Performs monthly tests on County Courthouse panic alarms and intercom devices to be certain they are in working order.
Schedules annual fire, tornado and active assailant drills.
Oversees the County's credit card sign-out, tracks usage and prepares monthly spreadsheet for the Finance Department.
Assists the Human Resources Director in the employment process by posting vacant positions, placing ads, scheduling interviews, and preparing letters to applicants and other related correspondence.
Assists with the implementation and training related to new office equipment such as copy machines linked to systems.
Manages the postal machine and tracks billings for copies and postage.
Assists committees with various needs such as room assignments and taking minutes when assigned/needed.
Serves as liaison with Michigan Municipal Risk Management Authority (MMRMA) regarding claims casework.
Updates asset records and responds to informational requests.
Assists the public, employees and elected officials in identifying, researching, and obtaining Board and administration data and reports.
Makes conference and travel arrangements for the County Administrator and Board of Commissioner members and processes reimbursement requests.
Sends out various invoices.
Designs and creates forms, flyers, brochures and other documents.
Plans and arranges annual county programs, including employee service awards, social events, and other designated functions.
Maintains records and other files as directed.
Assists the Administrator on special projects by making calls, collecting and compiling information, checking on various potential sources of information, and providing related support assistance.
Assists with Freedom of Information Act requests and sends timely replies to requestors seeking information from various departments.
Maintains the county website with updates, deletions and other modifications.
Performs other duties as directed.