ADMINISTRATIVE OFFICER - 40000038

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GENERAL DESCRIPTION

Performs difficult professional and responsible administrative work as an assistant to a department head. Incumbent may be assigned specific program responsibilities or handle a variety of assignments; does related work as required.
Work is performed under regular supervision. Supervision may be exercised over office or technical staff.

The schedule is M-F 8:30am-5pm, 37.5 hrs per week.

TYPICAL TASKS

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.
• Coordinates, assigns and reviews work and establishes work schedules; maintains standards; monitors status of work in progress; inspects completed work assignments; answers questions; gives advice and direction as needed.
• Directs purchasing program in a large department.
• Collects, processes and deposits fees.
• Prepares and processes the department’s account payables.
• Prepares journal vouchers.
• Maintains and purchases supplies, furniture and equipment. Ensure materials are on hand and in working order.  Coordinate with County IS&T on hardware and software issues.
• Manages orders, prepares invoices for payment and employee reimbursements. Prepares purchase orders and maintains procurement card records. Researches vendor discrepancies and disputes if needed.
• Monitors expenditures, budget elements, and requests budget transfers and supplements.
• Monitors financial records and processes and prepares statistical and financial reports.
• Coordinates preparation of annual budget and continuous monitoring.
• Reads and analyzes technical reports and prepares summaries for review by the agency head.
• Compiles monthly, annual and special reports.
• Coordinates building repairs and routine and emergency service calls. Liaison to all support departments.  Manage building security access cards system.
• Researches, analyzes and prepares reports on agency operations, methods and procedures.
• Plans and organizes administrative activities such as clerical assistance, transportation and the purchase of supplies and equipment.
• Reviews departmental invoices, vouchers and bills for payment.
• Drafts responses to citizen inquiries and complaints for signature by the agency head.
• Assists in the preparation and modification of grant applications and monitors departmental grant programs in operation.
• Performs related work as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of the principles, practices and techniques of public or business administration; through knowledge of agency objectives, procedures and organization; ability to devise detailed procedures and methodology; general knowledge of modern office practices, procedures and equipment; ability to plan, organize and direct the work of others; ability to communicate ideas effectively, both orally and in writing; ability to establish and maintain; effective working relationships with officials, subordinates and other employees, and the general public; ability to prepare records and reports.

EDUCATION AND EXPERIENCE

Any combination of education and experience equivalent to graduation from an accredited college or university with bachelor’s degree in business or public administration or a related field and two years of personnel, budgeting, research or administrative management experience which includes six months of supervisory/lead worker experience.

AMERICANS WITH DISABILITIES ACT COMPLIANCE:

Durham County is an Equal Opportunity Employer. ADA requires Durham County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.