Administrative Assistant

Job Title: Administrative Assistant

Department: Commissioner's Office

Reports To: Board of County Commissioners

FLSA Status: Non-exempt

Prepared Date: 07/18/2023

Approved By: Board of County Commissioners

SUMMARY: Provides frontline administrative assistance to the Commissioners of Canadian County and serves as a backup to other team members. Ideal Candidates must have strong organizational and written communication skills, a working knowledge on the use of office equipment and technology, great attention to detail, strong customer service abilities, and the flexibility and energy to function in a highly-dynamic public setting. Serves with a positive, professional, respectful and courteous attitude at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

• Demonstrates professional and ethical behavior while maintaining appropriate level of confidentiality and discretion.

• Actively research additional Grant/Funding opportunities to enhance county funding for each county district.

• Actively seek out training and or cross-training opportunities in order to provide back-up in other areas/departments as needed.

• Manages and updates website with current information.

• Serves as the first point of contact for visitors to the County Commissioner’s Offices, via front desk window, phone calls, emails, social media, etc. Professionally communicates with the public, various County officers, and employees. Communicates through various means with the ability to develop rapport and interpersonal relationship with our customers by articulating in cohesive

• Assists in preparing agenda items for the Commissioners meeting. Attends the commissioners meeting to gain information regarding the encumbrance of monies and answering questions. Attendance is on an as needed basis. Racking resolutions and/or purchase orders from the Commissioners meeting by filing and distributing information, as needed.

• Administers requisition as a shared responsibility. Requests through purchase orders to encumber monies Verify monies are available. Works closely with the purchasing department and keeps a healthy relationship in the daily

• Orders office supplies as needed while monitoring office supplies inventory. Additionally, covers inventory on a broader spectrum annually, accounting for all assets and submitting reports of verification.

• Furthermore, as a shared responsibility, provides proficiency to handle appropriations, transfers, invoice research, quotes, indigent burials, deposits, research as

• Maintains regular attendance at work and is consistently on

• Performs all other duties, in furtherance of Commissioner’s Office legal obligations, as

COMPETENCIES:

• Must possess effective communication skills, both spoken and written, applied with a positive and professional demeanor.
• Ability to manage difficult or emotional customer situations and resolve
• Ability to think analytically to synthesize complex or diverse
• Ability to use intuition and experience to complement research
• Ability to apply problem solving skills and logic to develop alternative
• Ability to effectively influence actions and opinions of others by inspiring respect and
• Knowledge of, respect for, and sensitivity to cultural
• Knowledge of city, county, and state organizational structures, programs, and

EDUCATION and/or EXPERIENCE: High School Diploma, some college desired with additional experience in an office or administrative environment. Must be proficient in Microsoft Office and its allied programs. Proficiency in QuickBooks Accounting Software or equivalent is desirable.

LANGUAGE SKILLS: Must possess the ability to respond effectively to the most sensitive inquiries or complaints by constituents, stakeholders and fellow employees. Must demonstrate a “public and

professional” demeanor and decorum at all times. Ability to read, analyze, and interpret the most complex documents.

MATHEMATICAL SKILLS: Ability to apply advanced mathematical concepts and operations to such tasks as may be assigned.

REASONING ABILITY: Must possess the ability to think and work independently as assigned. Ability to define problems, collect data, establish facts, and draw valid conclusions.

CERTIFICATES AND LICENSES: A successful employee in this position should possess, or pursue upon employment, detailed education and certifications associated with information technology, public administration and county government. Must possess a valid Oklahoma State Driver’s License.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the typical work environment is usually quiet.

SUPERVISORY RESPONSIBILITIES: None

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand; walk and sit. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

SAFETY: The employee shall be knowledgeable about, and follow Canadian County's safety policies and procedures. They should immediately report (i.e. during current shift) any accidents, unusual occurrences, or any other safety-related issues to the supervisor. Canadian County is a Drug-Free Workplace. All

employees are subject to Canadian County’s Drug-Free Workplace Policy. All job applicants are subject to a post-offer, pre-employment drug screen to determine eligibility for hire.

NOTE: The omission of specific statements or duties listed above does not exclude them from the position if the work is similar, related, or a logical assignment to the position. This job description does not constitute an employment agreement between Canadian County government and the employee, and is subject to change by Canadian County as the needs and requirement of the job change.

EEO: An Equal Opportunity Employer

The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise,

other than an "at will" relationship.

The above noted job description is not intended to describe, in detail, the variety of tasks that may be assigned but rather to give the incumbent a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change, so, too, may the essential functions of this position.