Job Description

Posting number: 60918

Department: Finance - Baldwin County Commission

Division: Accounting and Finance

Job classification: Administrative Support Specialist II - Finance - Baldwin County Commission

Posting type: Open & Promotional

Categories: Administrative Assistant, Accounting and Finance

Summary

Provides administrative support for all Finance leadership, including the Director of Finance, Assistant Director, Financial Operations Managers, and Financial Reporting Manager.

Successful applicants must pass a criminal background check and will be subject to a pre-employment physical.

Examples of duties

1. Oversees and coordinates general day-to-day office operations with kindness, professionalism, tact, and an emphasis on responsiveness.
2. Answers incoming calls to the office and relays detailed information/messages accurately to the appropriate person/department.
3. Provides information to general inquiries.
4. Maintains office and cleaning supplies inventory, within budgeted amounts, and prepares requisitions for the same.
5. Performs various clerical and administrative duties as requested.
6. Prepares agenda items, correspondence, reports, contracts, resolutions, and other documents as requested.
7. Scans, copies, uploads, archives, and files documents, maintaining a proper documentation filing system.
8. 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.
9. Schedules meetings, coordinates travel reservations, training course registrations as requested and maintains multiple calendars.
10. Enters work orders and maintains files for various building maintenance requests.
11. Assists with uploading and publishing documents to various internal/external document libraries with emphasis on timelines, organization, and proper reporting.
12. Assists with billing/invoices of various vendors and maintains proper vendor files and information with emphasis on organization and accuracy.
13. Accomplishes research as directed.
14. Other duties as assigned.

Qualifications

1. Minimum of five (5) years of experience in administrative related work.
2. Experience in bookkeeping is a plus.
3. Have a valid driver’s license.
4. High school diploma or equivalent.

Other Characteristics

1. Willing to work overtime or non-standard hours when necessary.
2. Willing to travel for the purposes of professional development.
3. Ability to work under stress of recurring deadlines.

Supplemental information

1. Knowledge of basic high school mathematics and basic bookkeeping procedures.
2. A good working knowledge of English grammar, composition, and spelling within acceptable standards of quality and accuracy.
3. A good working knowledge of general office practices, procedures, equipment, and software (Microsoft Office, Adobe).
4. Ability to communicate effectively and handle multiple assignments.
5. Ability to maintain effective and positive working relationships with public officers, supervisors, co-workers, and public.
6. Skills to read, understand and compile printed reports and research assignments.
7. Knowledge of filing procedures.
8. Knowledge and ability to operate office machinery, computers, and general software.
9. Ability to work under stress of recurring deadlines.