Administrative Assistant - General Services

Department: General ServicesPosition Control Number: 0108-008FLSA Status: Non-Exempt, position is eligible for overtimeSafety Sensitive Designation: This position is not designated as safety-sensitive.Random Drug/Alcohol Test: NoOpening Date: June 25, 2024Closing Date: July 1, 2024 at 11:59 PMThis job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and minimum qualifications of this job. The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description. Nothing in this job description restricts management's right to assign or reassign job-related responsibilities and tasks to this job at any time. Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress. Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.EEO/AA/F/M/Vet/DisabledJOB SUMMARY: Responsible for personnel records and accounting functions for the General Services Department; assists the Director in providing administrative support and direction to the responsibilities of the department.ESSENTIAL JOB FUNCTIONS:* Prepares and maintains departmental payroll records, leave and sick time records, FMLA, Worker's Compensation, etc.; in compliance with County policies and procedures. * Interviews applicants and makes hiring decisions for office clerical positions; trains and assigns work duties. * Prepares the department's budget keeping expenditures within appropriated funds and balances these accounts monthly for each building. * Prepares quarterly vehicle reports for employees who utilize County vehicles; forwards to payroll department and prepares monthly file on gas expenditures and cost of maintaining each vehicle. * Reviews and approves vouchers, Status Change forms, payroll, timekeeping, and all department forms; authorized to sign for processing. * Reconciles purchase card statements for department cardholders; prepares vouchers and forwards them to the Accounting department. * Receives complaints about contracted janitorial workers; forwards copies of complaints to contracted business. * Orders uniforms, jackets, and safety belts for new employees; ensures uniform count, replacements, and repairs are accurate. * Orders all office supplies, some janitorial supplies, and maintenance supplies.SECONDARY DUTIES AND RESPONSIBILITIES:* Answers telephone calls for the department and dispenses messages. * Assists Director in writing bid specifications for janitorial/maintenance contracts and special equipment; accepts bits from vendors by phone and in writing. * Verifies supplies upon delivery; verifies bill amounts upon receipt; prepares requisitions for payment. * Receives incoming mail, opens and distributes to appropriate staff members; prepares outgoing correspondence. * Provides support to building supervisors by typing memos, maintaining the chemical inventory files, scheduling quarterly evaluations for new employees, and assigning duties to custodial workers as needed. * Receives building maintenance requests; assigns staff as necessary in absence of the Director. * Develops and implements forms for department use. * Creates and maintains computer files of County building's utility usage and maintenance cost; forwards to Administrative Services as requested. * Maintains all departmental files, warranty files, and all confidential files. * Composes and types routine correspondence and reports; maintains correspondence files. * Receives special events forms from Administrative Services for the usage of County facilities; coordinates staff needed with building supervisor; submits overtime charges and checklist to Administrative Services. * Reviews performance of departmental staff; makes recommendations for step increases. * Dispenses County parking stickers for the Riverfront parking lot and records all issued stickers; assists County employees with parking problems on County lots. * Collects money from sanitary equipment and scrap metals that have been sold; forwards to the Treasurer's office. * Performs other related duties as required.PERSONNEL SUPERVISED: Provides supervision to one Administrative Support Technician.WORKING CONDITIONS: Work is performed in a smoking-restricted office environment. Occasional trips to various work locations within Pulaski County are required.MINIMUM QUALIFICATIONS:REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:*

Considerable knowledge of the responsibilities and services provided by the General Services Department. * Considerable knowledge of word processing and spreadsheet software. * Good knowledge of accounting principles. * Good knowledge of budgetary processes and procedures. * Good knowledge of Pulaski County administrative policies. * Good knowledge of bookkeeping processes and procedures. * Ability to establish and maintain an effective working relationship with County employees, elected officials, and the general public. * Ability to communicate effectively in writing. * Ability to compose reports and general correspondence from compiling notes and related information. * Ability to establish and maintain a detailed record-keeping system. * Ability to attend work regularly and reliably. * Skill in the operation of a computer. * Skill in the operation of a calculator.PHYSICAL REQUIREMENTS:*

Digital dexterity is necessary for keyboard operation. * Visual acuity is required for use of the computer. * Ability to effectively communicate orally, both in person and by telephone. * Ability to lift and carry loads up to 25 pounds.EDUCATION AND EXPERIENCE:Completion of high school or GED equivalency with secretarial or business education courses; considerable experience in office management, administrative support, or a related area; or any equivalent combination of experience and training which provides the required skills, knowledge, and abilities.Employment is contingent upon the successful completion of a criminal background check.Regular and reliable attendance is an essential function of this position.