Administrative Officer

Posting number: 04227

Department: Juvenile Detention

Job classification: Administrative Officer

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Purchasing

GENERAL STATEMENT OF DUTIES Under minimal supervision, coordinates the activities of an administrative or clerical support function for a department or unit. Develops and evaluates administrative policies and procedures.

DISTINGUISHING FEATURES OF THE CLASS An employee in this class performs a variety of important administrative duties in developing and maintaining a departmental program, including complex and confidential executive level administrative support functions. Responds to inquiries from colleagues and visitors requiring a highly complex understanding of County and departmental administrative policies and procedures. Work requires a broad knowledge of county agencies and their operation as well as the identity of key staff in all departmental programs. The position also exercises discretion and independent judgment in day to day interaction with government staff at all levels, other government municipalities, community organizations, and the citizens of Guilford County. Representative inquiries may involve giving guidance to department employees, resolving issues brought to department management or influencing the resource planning process. Ensures escalated inquiries are addressed and resolved. Only the highest complexity of inquiries is referred to management. Work is performed under minimal supervision and is subject to review and evaluation through conferences, post-audits, personal inspections, written reports, and public acceptance.

DUTIES AND RESPONSIBILITIESEssential duties and responsibilities include, but are not limited to:

• Serves as administrative officer in a department overseeing purchasing, budget preparation and control, conducting personnel transactions, and acting for a superior in all routine matters in their absence.
• Performs administrative duties such as scheduling/maintaining calendar appointments, compiling/composing data, drafting/typing correspondence, agendas, meeting notices, minutes, media press releases, reports; scheduling activities, meetings, registrations, travel reservations and accommodations.
• Assists the director with departmental management activities; confers with representatives of other county departments and state agencies in administrative service problems.
• Coordinates assignment of computers, telecommunications, space, and building maintenance, by completing all necessary work orders and requisitions to ensure the staff has all required equipment in working order and all supplies.
• Creates, updates and interprets office administration policies and procedures.
• Coordinates and assigns work schedules to clerical and administrative employees.
• Trains others regarding policies and procedures.
• Audits work of others for accuracy.
• Analyzes administrative problems and revises policies and procedures.
• Assists in department or area budget planning/preparation. May analyze and/or maintain department/area/divisional budgets.
• Prepares and interprets recurring administrative reports, such as expenses, budgets, and utilization reports.
• Reviews contracts and documents for signature from departments and outside agencies.
• Participates in interviewing and selection of new employees.
• Disseminates information involving interpretation of policies, laws, and activities of the department.
• Represents agency administrative personnel at meetings, conferences, and institutes for which the department has primary responsibility.
• Performs related duties as required.

• Considerable knowledge of the principles and practices of public and business administration.
• Considerable knowledge of modern office procedures, practices, and equipment.
• Knowledge and ability to analyze, interpret, recommend and implement policy/procedural guidelines.
• General knowledge of accounting practices and procedures.
• Knowledge of government operations.
• Ability to apply accounting and analytical skills to define/solve problems; collect data and assist public with troubles/concerns.
• Ability to initiate and install administrative programs and procedures and to evaluate their effectiveness.
• Ability to plan and assign the work of subordinate employees.
• Ability to establish and maintain effective working relationships with departmental and County personnel, officials, and the general public.

Minimum Qualifications Bachelor's degree from an accredited college or university and three years of progressively responsible administrative or office management experience; OR Associates Degree with five years of progressively responsible administrative or office management experience; OR, High School with seven years of progressively responsible administrative or office management experience.

Preferred: Bachelor's degree

Physical Demands: Work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, driving an automobile, or use of a PCs or other VDTs to accomplish work objectives. No specific physical demands required. Mental demands and normal stress regarding achieving work deadlines are present

1. Environment: Work environment involves normal, everyday discomforts or unpleasantness.  Work area has adequate light, heat, and ventilation; environment is organized and stable.
2. Hazards: Work presents no significant hazards to employees

May Require Driving This position may require driving for this position whether driving a County owned or personal vehicle to conduct county business such as but not limited to attending conferences, meetings, or any other county related functions. Motor Vehicle Reports may be verified for valid driver's license and that the driving record is compatible with the county's driving criteria. If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County's vehicle use policy.

Special Note: This generic class description gives an overview of the job class, its essential job functions and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job description with physical abilities checklist which can be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal defensible personnel decisions.