Location: Bay Minette,AL, USA
The Administrative Support Specialist IV for the Commission Administration Department serves to accomplish a myriad of clerical and administrative duties to assist the Assistant Administrative Services Manager and Administrative Services Manager with emphasis on agenda management, all meeting related activities and providing assistance to various other county departments related to the same.
Successful applicants must pass a criminal background check and will be subject to a pre-employment physical. Agenda Management
* Assists with agenda management including reviewing of agenda items and related documents, compilation and publishing of meeting agendas and minutes, with emphasis on organization, accuracy and proper record keeping procedures.
* Assists with recording proceedings for meetings, takes dictation/notes and transcribes and proofreads various meeting minutes and related documents, as requested.
* Uploads and publishes documents to various internal/external document libraries, with emphasis on timelines, organization and proper reporting.
* Provides assistance and guidance to various other County departments with meeting related agenda review and submission process, with emphasis in effective communication and responsiveness.
* Assists with scheduling and organization of meetings and public hearings, pre and post meeting preparation work and assists with disseminating related information to staff, elected officials and various departments/agencies.
* Assists with development of training materials and training of various departments' staff members on agenda drafting/submittal procedures and use of agenda software.
Clerical
* Performs various administrative and secretarial duties for the Commission.
* Maintains calendars, scheduling and communication for the office and/or staff and coordinates appointments, meetings, and events, as requested.
* Prepares and reviews agenda items, correspondence, reports, contracts, resolutions, proclamations, and other documents.
* Coordinates public hearings and newspaper advertisements.
* Maintains a filing system and properly disseminates, files and archives all incoming/outgoing correspondence, and other documentation related to the daily operations of the office.
* Accomplishes research as directed.
* Assists with the application process for county alcohol licenses under the responsibility of the County Commission.
* Assists with public notices and other information distributed to the public and/or media as directed by the Assistant Administrative Services Manager and/or Administrative Services Manager.
* Scans, copies, uploads, archives and files documents, maintaining a proper document filing system.
Reception and Referral
* Greets visitors to the office, offers assistance/direction to appropriate personnel or departments and assures they are comfortable if they must wait, with emphasis on customer service.
* Answers all incoming calls to the office and relays detailed information/messages accurately to the appropriate person/department.
* Provides information to general inquiries.
* Assists the public and discusses problems and complaints tactfully, courteously and effectively.
* Effectively interfaces with all levels of management, co-workers, and general public to promote a positive relationship between the County Commission Office and the general public.
* Minimum of five (5) years of experience in administrative/secretarial related work.
* Have a valid driver's license.
* High school diploma or equivalent.
Other Characteristics
* Willing to work overtime or non-standard hours when necessary.
* Willing to travel for the purposes of professional development.
(Any item with an asterisk will be taught/provided on the job)
* Knowledge of basic high school mathematics, basic bookkeeping procedures and basic internet usage.
* A good working knowledge of English grammar, composition, and spelling within acceptable standards of quality and accuracy.
* A good working knowledge of general office practices, procedures, equipment and software (Microsoft Office, Adobe, email, *agenda management software).
* Ability to take dictation and type a minimum of fifty (50) words per minute within an acceptable standard of quality and accuracy. Ability to communicate effectively and handle multiple assignments.
* Ability to maintain effective and positive working relationships with public officers, supervisors, co-workers and general public.
* Skills to read, understand and compile printed reports and research assignments.
* *Knowledge of County Commission and meetings related activities.
* *Notary Public in the State of Alabama (must be bondable).
* Knowledge of filing procedures.
* Knowledge and ability to operate office machinery, computers and general software.
* Strong interpersonal and communication skills (both written and verbal) and the ability to communicate and work effectively in assisting other county departments, elected officials and the public.
* Ability to be self-motivated and use independent judgement to gather, manage and impart information in a timely manner.
* Ability to multitask and perform job duties under the stress of multiple, reoccurring deadlines.
* Ability to quickly acclimate and re-direct focus of work, depending on changes of County Commission activities, meetings deadlines and changing work environment.
* Strong organizational, time-management, problem solving, critical thinking, research, writing and proofreading skills.