Administrative Assistant at County of Huerfano (CO) – Walsenburg, Colorado
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About This Position
JOB SUMMARY:
Perform clerical and administrative support work for the Administration Office and the Board of County Commissioners. Perform routine, mid-level, and professional duties in coordinating functions of the County. The worker in this position initiates their own daily assignments, follows through on matters, uses independent judgment and training to take appropriate actions to deal with standard recurring situations, and works under the supervision of the County Administrator.
ESSENTIAL JOB FUNCTIONS:
General duties: Front office management to include answering the telephone and greeting the public. Respond to routine inquiries and provide customer service to the public. Maintain the various filing systems. Inventory and order supplies as needed. Provide, backup and support to the Department. Pick-up and dispense mail. Create and place advertisements and legal notices in local newspapers as needed. Works with the County Administrator and Information Technology to facilitate website changes/updates.
Training Compliance: Reviews, tracks, and documents compliance with mandatory and non-mandatory training, continuing education, and work assessments. This may include safety training, anti-harassment training, professional licensure, and aptitude exams and certifications.
Human Resources: Initiate and maintain a variety of files and records for information such as personnel, attendance, payroll and budget. Maintain manuals and update resource materials; organize and maintain complex technical filing systems. Schedule and prepare interviews, processes candidates through new hire process. Holds an orientation for newly hired employees completing all necessary paperwork and processing forms to ensure enrollment in applicable insurance benefits, provides payroll department necessary forms for newly hired employee.
Insurance/Workers Compensation: Case management of all county claims, including general liability, worker’s compensation, auto and property claims. Act as a liaison to insurers, counsel, and other interested parties; including monitoring ongoing litigation; reviewing claims, and tracking expenses. Assists with accident investigations and/or follow-up on claims as requested. Prepare appropriate claim forms and other necessary documents for claim submittal, including receipts and invoices for timely payment; monitors and updates all claims while maintaining strict confidentiality of operations and records. Collects paperwork, files claims and monitors work compensation status communicates with injured employee and oversees claim helping injured worker through process.
Administrator/Board of Commissioners: Handle correspondence for County Administrator and Board of Commissioners as requested including composing or preparing letters. In absence of Clerk to the Board act as backup secretary for BOCC meetings. Assist with preparation for BOCC Meetings. Prepare payment vouchers. Provide general assistance to Administrator/BOCC as requested. Performs other related tasks and assumes responsibilities as may be assigned.
Boards and Commissions: Serve as the clerk for County Boards and Commissions as assigned, including attend meetings, prepare the agenda, board packets and minutes. Track board appointments and contact information for members. Post meeting notices.
Grant Maintenance: Assist County Administrator and Finance Officer with grant tracking and gathering information to prepare and submit periodic grant reports.
Purchasing: Prepares, duplicates, and distributes copies of purchase orders and performs a wide variety of clerical duties in support of the purchasing function.
Basic backup to Treasurer/Assessor/Clerk: Obtain training from these offices to be capable to answer questions (phone/in-person) and do basic functions as outlined by elected officials.
Confidentiality: Ability and commitment to maintain confidentiality in all Huerfano County matters. Ensures confidentiality of files and records and assures compliance with FMLA, State Law and County policy in controlling access to and release of information.
GENERAL REQUIREMENTS:
- Performs additional tasks as assigned, including filling in for other staff as necessary and/or required.
- May be required to work alternate schedules and/or in other work locations.
- Possess oral and written skills to communicate effectively, including but not limited to communicating actively, clearly, and regularly with supervisors and/or co-workers on all work-related topics.
- Understands, observes, enforces, and complies with all County and Departmental policies, procedures, and protocols when performing job duties both on and off County premises.
- Establishes and maintains professional working relationships with all County employees, customers, vendors, and community members.
- May be required to effectively manage multiple projects, deal with stressful situations, and adapt to sudden and unexpected changes in work assignments.
OTHER REQUIREMENTS
- Colorado Bureau of Investigation Proper System Usage Training within 30 days of hire.
- The following Incident Command System Training is required within one year of hire: ICS 100, 200, 700, and 800
- Background check by employer during the hiring process
MINIMUM QUALIFICATIONS:
- High School Diploma or G.E.D.
- At least 4 years of experience as an administrative assistant, sufficient to thoroughly understand the diverse objectives and functions of the department.
- Possession of, or ability to obtain, a valid Colorado Driver’s License.
DESIRED QUALIFICATIONS:
- Strong computer skills, and experience using Google, Gmail, Microsoft Office Suite of programs
- Understand the organization and operation of the County, and of outside agencies as necessary, to assume assigned responsibilities.
- Positive self-starter with the ability to take initiative on identified needs and improvements, and work independently with minimal supervision.
- Analyze situations carefully and adopt effective courses of action.
- Ability to create and maintain an organized database of records and prepare routine reports.
- Excellent communication and interpersonal skills – Ability to work collaboratively with multiple departments and external agencies and personnel.
- Good with time management and is able to meet deadlines
- Can multi-task and prioritize tasks.
- Attention to detail and organizational skills required.
- Ability to maintain and protect confidential and proprietary information