GEARY COUNTYJOB DESCRIPTION
Job Title: Administrative Specialist II - County Clerk/Human Resources
FLSA: Non-Exempt Salary Range: $12.49/hr.
Reports To: County Clerk and Human Resources Director
Department: Various Date: February 2017
JOB SUMMARY
The job duties of the Administrative Specialist II include but are not limited to assist the County Clerk and the Human Resources Director in the administration of various office related activities including: preparing vouchers for payment, preparing various items for elections, scanning vouchers, filing correspondence, assisting with the HRIS process, filing documents in human resources files, assist with the open enrollment process, and other various office duties; and to provide responsive, courteous and efficient service to County residents and the general public. This position requires a high degree of confidentiality. This position will spend approximately 50% of time conducting County Clerk duties and 50% of time conducting Human Resources activities.
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DUTIES AND RESPONSIBILITIES
The duties described below are indicative of what the Administrative Specialist II might be asked to perform. This job description is to incorporate any County Resolutions for the position of Administrative Specialist II. This position description is not designed to list all tasks and responsibilities of this position. Geary County reserves the right to revise or change job duties as the need may arise. This position description does not constitute a written or implied contract of employment.
Administrative Functions:
· Financial Management. Daily statement entry and balances states with County Treasurer’s records. Code vouchers for payment. Insures all documentation is attached and voucher is signed.
· Elections. Prepares documents for elections. Assists public in registering to vote. Manage the hiring and training schedule of Board Workers.
· Administrative Duties. Files various documents into the correct files including County Clerk files, County Commission file, Public Building Commission, personnel files and Human Resources files. Maintains the inventory system. Drafts correspondence as directed. Makes phone calls and schedules meetings. Takes meeting minutes as needed. Scans documents and performs quality check on images. Makes trips to post office and other places of business as needed. Maintains assigned internet pages, social media and department website as assigned.
· HRISA Duties. Assists with the HRIS process, running and auditing reports, maintaining benefit information and deductions. Assists with new hire orientation and benefit enrollment information. Participates in on-going training, attend conferences and seminars to maintain knowledge of current laws, rules, and regulations pertaining to elections and HR. Maintains current workplace posters. Perform clerical related duties including providing information, answering phones, and scheduling. Provide written and verbal assistance to county employees, and the general public.
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required at the time of hire or for the continuation of employment.
EDUCATION AND/OR EXPERIENCE:
· High school diploma or GED.
· Three (3) years of experience in human resources, clerical, bookkeeping or data entry with at least two (2) years of experience in Microsoft Office software.
· A valid Kansas driver’s license.
SKILLS AND ABILITIES
· Extensive knowledge of policies, procedures, and activities of County as they pertain to the performance of duties relating to the job of Administrative Specialist.
· Ability to maintain a professional demeanor when dealing with the public.
· Ability to take control of situations in a responsible manner.
· Ability to operate a motor vehicle in a safe, efficient manner.
· Ability to comprehend, retain and apply County, State, and Federal policies and legislation, i.e. local ordinances, procedure manuals, MSDS sheets, safety manuals; and warning labels.
EQUIPMENT KNOWLEDGE REQUIRED
· Ability to operate various types of equipment – standard office equipment, computer and intermediate knowledge of Microsoft Office software.
· Other equipment could be required.
LANGUAGE SKILLS
· Ability to maintain a positive work atmosphere by acting and communicating in a professional and friendly manner with customers, citizens, co-workers and management.
· Ability to communicate in both written and verbal form.
· Ability to develop, interpret and implement local policies and procedures; written instructions, general correspondence, Federal, State, and local regulations, SDSs, safety manuals, operating and repair manuals, etc; and warning labels.
MATHEMATICAL SKILLS
· Ability to perform intermediate mathematical calculations.
REASONING ABILITY
· Ability to respond to complaints and grievances posed by the public.
· Ability to define problems and deal with a variety of situations.
· Ability to think quickly, maintain self-control, and adapt to stressful situations.
· Ability to use good judgment and effectively solve problems.
PHYSICAL AND WORK ENVIRONMENT
The physical and work environments described are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
Physical Environment:
· The duties of this job include physical activities such as stooping, kneeling, standing, reaching, walking, lifting and/or move (up to 20 pounds), grasping, talking, hearing/listening, seeing/observing, and repetitive motions.
· Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus.
Work Environment:
· Works in an office setting.
· Due to the volume, scope, size of staff and nature of public service this office provides, full-time regular attendance is essential.
Geary County – Job Description Page 1
February 2017