CAMPBELL COUNTY GILLETTE, WYOMING. Administrative Assistant I Administrative Assistant II Administrative Assistant III

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1 CAMPBELL COUNTY GILLETTE, WYOMING I Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job and/or department. DEFINITION To perform a variety of office support duties and activities which contribute to efficient operations and require an understanding of department programs and procedures; provide general information and assistance to the public. DISTINGUISHING CHARACTERISTICS This is the entry level in the class series. Assignments are generally limited in scope, contain fairly routine tasks, and are performed within a procedural framework established by a higher level employee. As experience is acquired, the employee performs with less immediate supervision. I This is the full journey level in the class series. Positions at this level are distinguished from level I by the performance of the full range of duties as assigned, working independently and exercising judgment and initiative. Positions at this level frequently work outside the proximity of a supervisor; work normally is reviewed only on completion and for overall results. When filled from the outside, the employee is required to have prior related experience that meets the qualification standards for the II level. This is an advanced journey level position in the class series, and differs from the II level in that it performs a full range of duties, possesses technical or functional expertise, and performs specialized duties in a highly independent manner. This position requires a minimum of two years at the II level; achievement of this position is restricted as an advancement within Campbell County s Administrative Assistant Career Ladder criteria. SUPERVISION RECEIVED AND EXERCISED Exercise no supervision. Receive general supervision from assigned supervisor. I May exercise technical and/or functional supervision over administrative support staff. Receive general supervision from assigned supervisor. May exercise technical and/or functional supervision over administrative support staff. Receive direction from assigned supervisor.

2 EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Important and essential duties may include, but are not limited to, the following: 1. Receive calls and visitors; answer questions and provide information; route phone and/or radio calls and take messages as appropriate. 2. Type, proofread, and word process routine documents; take and transcribe information as required. 3. Receive, open, review, sort, date stamp, and distribute office mail. 4. Operate modern office machines and equipment including PCs, typewriters, printers, copiers, postage meters, calculators, radio, and fax machines; routine use of office software applications. 5. Perform routine bookkeeping duties; collect and receipt money; issue receipts; maintain record of transactions. 6. Order and inventory supplies as assigned. 7. Perform a variety of general clerical duties including maintaining and filing records, verifying accuracy of information, and recording information. 8. Provide routine information and forms to staff and the public; collect and process appropriate information; apply departmental and program policies and procedures in determining completeness of forms/applications, records, and files. 9. May maintain meeting room schedules and/or a calendar of department programs or activities. 10. Compile information and data for reports; check and tabulate data. 11. Adhere to office practices and procedures. 12. Assist in a variety of department operations; perform special projects and assignments as requested. 13. Assist in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of program or department information. 14. Adhere to safe work practices and procedures. 15. Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase knowledge; serve on committees as assigned. OTHER JOB RELATED DUTIES 1. Perform related duties and responsibilities as assigned. 2. Provide backup support as needed. I An I shares Important and Essential Duties of the and will also have additional duties at a more non-routine, interpretive level, while the shares Important and Essential duties of the I but at a more specialized level: 1. Perform a variety of responsible and difficult secretarial and administrative work in support of the assigned office; relieve management staff of a variety of administrative details. 2. Serve as initial contact person; receive and screen calls and visitors; provide routine and nonroutine information; refer more technical questions or issues to appropriate staff; respond to general complaints where judgment, knowledge, and interpretation are utilized; take messages as appropriate. 3. Type, proofread, and word process a variety of routine and non-routine documents including general correspondence, agendas, reports, newsletters, and memoranda; may compose letters, memoranda, or basic reports as instructed; arrange for or distribute copies of material.

3 4. Provide routine and non-routine use of office software applications. 5. Perform routine and non-routine bookkeeping duties which may include accounts payable, receivable and billing; collect, receipt, count, and balance money. 6. Order, receive, inventory, store, and distribute supplies; contact vendors and suppliers as needed; maintain related records. 7. Initiate and maintain a variety of files and records for information related to the assigned office; ensure proper filing of documents in departmental or central files; maintain and update resource materials. 8. Provide information and forms to staff and the public; apply and may interpret department/county policies, procedures, services, and operations. 9. Coordinate the flow of communication through the assigned office in an efficient and effective manner with staff, the general public, businesses, and others. 10. Schedule meetings and arrange for room set up; arrange for necessary materials to be available at meetings; prepare agendas and packets for meetings; take and transcribe minutes. 11. Plan, organize, and carry out administrative assignments; compile and organize information and data from various sources on a variety of specialized topics related to programs in assigned area. 12. Participate and assist in the administration of the assigned office; organize and facilitate activities of the assigned office; recommend procedural changes affecting support activities. 13. May assist in the collection and organization of budget information from staff; monitor assigned budget line item; provide status reports as required. 14. May verify accuracy of employee time records and transmit payroll data. 15. Assist in a variety of department operations; perform special projects and assignments as requested. 16. May serve as secretary to various committees, commissions, and task forces; prepare, copy, and distribute meeting agendas and related materials, minutes, resolutions, or other formal documents. 17. Develop, verify and review forms and reports for completeness and conformance with established regulations and procedures; apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, records, and files. 18. Prepare and initiate purchase orders for assigned department; ensure items are posted correctly. 19. Oversee assigned work activities and projects; evaluate work products, methods and procedures. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Modern office procedures, methods and equipment. English usage, spelling, vocabulary, grammar, proofreading, and punctuation. Basic principles and procedures of record keeping. Basic mathematical principles. Numerical, alphabetical, and subject matter filing systems. Basic secretarial and administrative support techniques. Basic understanding of department programs and procedures. Principles and practices used in dealing with the public. Safe work practices and procedures.

4 Skill to: Operate modern office equipment. Type and enter data at a speed necessary for successful job performance. Ability to: Perform a variety of office support duties and activities which contribute to efficient operations. Respond tactfully and courteously with the public in responding to requests, inquiries, and complaints. Learn and apply pertinent Federal, State, and local laws, codes, and regulations including administrative and departmental policies and procedures. Learn the procedures and functions of assigned position. Work under supervision within a well-defined framework of standard policies and procedures. Maintain confidentiality. Perform basic mathematical computations quickly and accurately. Plan and organize work to meet schedules and time lines. Understand and follow oral and written instructions. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. I In addition to the qualifications of : Knowledge of: Principles and procedures of record keeping. Mathematical principles. Bookkeeping practices. Secretarial and administrative support techniques. Principles and practices of data collection and report preparation. Policies and procedures of assigned department. Principles of business letter writing. Practices used for recording and transcribing minutes. Basic principles of budget preparation and monitoring. Skill to: Transcribe minutes. Ability to: Perform a variety of responsible and difficult secretarial and administrative work in support of the assigned office which contribute to efficient operations. Understand the organization and operation of the assigned department and the County necessary to assume assigned responsibilities. Prepare correspondence, memoranda, and minutes of meetings. Compile and prepare a variety of administrative reports. Apply bookkeeping practices to the maintenance of account records and statements.

5 Schedule and coordinate projects; set priorities; adapt to changing priorities. o Maintain confidentiality. Work cooperatively with other departments, County officials, and outside agencies. Determine and maintain confidentiality. Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs. In addition to the qualifications of I: Knowledge of: Advanced secretarial and administrative support techniques Advanced bookkeeping practices Time management principles Advanced word processing methods, techniques and programs including spreadsheet and database applications. Ability to: Perform a variety of highly responsible and difficult secretarial and administrative work in support of the assigned office which contribute to efficient operations. Apply advanced bookkeeping practices to the maintenance of records. Ability to perform specialized duties in a highly independent manner. EXPERIENCE AND TRAINING GUIDELINES: Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be: Experience: One to two years in an office environment. Education/Training: Experience: Equivalent to a high school education including general office training. I Three to Four years at the level. Education/Training: Equivalent to a high school education including general office training.

6 Experience: Three to Four years office experience, with a minimum of two years at the Administrative Assistant II level within the Campbell County system. Education/Training: Equivalent to a high school education including specialized office training and/or college courses. LICENSES, CERTIFICATES, OR REGISTRATIONS: Must be current or obtained within a specified time frame as defined upon employment. May require Notary Public. WORKING CONDITIONS: Essential duties require the following: Working Environment:, II, III Minimal exposure to undesirable working conditions or exposure. Physical Activities: Essential functions require maintaining physical condition necessary for minimal physical effort such as sitting, standing, walking, kneeling, crouching/stooping/squatting, twisting upper body, and lifting an average of 10 lbs.

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