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| Class Title: |
ASSESSMENT & TAXATION ADMINISTRATIVE ASSISTANT
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| Class Code: |
6455
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| Salary: |
$18.82 - $23.16 Hourly
$1,637.34 - $2,014.92 Semi-Monthly
$3,274.68 - $4,029.84 Monthly
$39,296.16 - $48,358.08 Annually
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To function as an administrative specialist and coordinate and perform a variety of highly responsible and complex A&T secretarial, budget assistance, project management, data system, customer service problem solving, and administrative duties. This is an evolving position. Duties vary depending on day-to-day division priorities and, for example, may include liaison with facilities, HR, or IT, on matters such as web administration, records management and archiving, timekeeping and payroll, personnel and training files. The position may also perform safety committee, accounts payable, accounts receivable, purchasing, or division research projects.
DISTINGUISHING CHARACTERISTICS:
The classification is distinguished from the non-represented Administrative Secretary (JCN: 9634) by not meeting the supervisory or confidential standards for exclusion from union representation, as defined in ORS 240.650, or in accordance with the terms of Article 3 - Recognition of the AFSCME Local 88 Collective Bargaining Agreement. |
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Examples of Duties:
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(Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics. Depending upon assignment, the incumbent may perform a combination of some or all of the following duties, which are a representative sample of the level of work appropriate to this classification.)
Coordinate and arrange day-to-day priorities, projects, and ongoing staff services, assist in monitoring administrative functions and activities, and work with administrative and supervisory personnel to maintain customer service and administrative workflows and activities.
Coordinate and perform division financial and human resources duties such as processing division procurements for supplies, equipment, services, and maintenance including compiling bids and quotes and submitting purchase orders to vendors, processing personnel/HR paperwork for division staff, performing payroll functions, and participating in budget preparation processes.
Coordinate and provide customer service and website administration functions which may include matters such as answering calls in the administration section and making referrals or providing customer services, providing customer service for subscribers to A&T website including handling payment questions, or updating the A&T website for changes.
Coordinate and provide liaison functions with other agencies, or County internal service providers which may include matters such as processing sign shop orders, preparing and tracking requests for network, software, email, security and telecommunications, arranging for facilities or equipment work requests, or assisting on relocations.
Coordinate and perform administrative staff duties for managers, supervisors, and staff which may include providing coordination and technical assistance for a variety of administrative functions, receiving and processing division incoming and outgoing post office and interoffice mail, coordinating and scheduling meetings, or maintaining personnel, training, and other databases.
Set up and maintain administrative databases, files and records for matters such as personnel information, purchasing and contracts, accounts payable and accounts receivable, personnel working files and training records, and central A&T function files.
Coordinate and perform duties in support of the senior administrative analyst and serve as a resource to managers, supervisors, and staff. Also, coordinate and provide assistance to other sections during seasonally busy times.
Research, compile, analyze, and summarize data for special projects and various comprehensive reports; prepare or direct the preparation of administrative reports.
Prepare and revise various operating procedures, rules, and regulations upon request; develop and revise office forms and report formats, as well as report preparation procedures.
Evaluate operations and activities of assigned responsibilities; recommend organizational or procedural improvements and modifications affecting support activities; and prepare various reports on operations and activities.
May serve as secretary to boards or administrative hearings and perform duties such as coordinating and participating in the preparation and processing of agendas, attending meetings, taking and transcribing minutes as necessary, and performing related support services.
May manage office or project support functions, direct the work activities of assigned staff personnel, prioritize and coordinate work assignments, and review work for accuracy.
Perform related duties as assigned. |
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Supervision Received and Exercised:
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Receives direction from supervisory or management staff.
May exercise functional and technical supervision over assigned office staff. |
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Knowledge/Skills/Abilities Required:
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Learn principles and practices of A&T related program, statistical and administrative research.
Learn to assist in preparation, research, and monitoring of the A&T budget.
Principles and procedures of records management, security, and confidentiality.
Learn principles of project management, supervision, leadership, and training.
Responsible and complex secretarial work involving independent judgment.
Solid understanding of A&T sections and units. Ability to learn to function as web administrator.
Ability to learn to lead, coach, and guide work group or specialty functions.
Learn accounting/bookkeeping, purchasing, timekeeping, expenditure tracking.
Resource on A&T policies and procedures.
Ability to learn to evaluate and implement program improvements.
Advanced knowledge of English usage, spelling, proofing, and interpretation.
Data entry and dictation requirements as may be required
A&T technical office procedures, methods, and computer equipment and software.
Organization and operation of County government and of outside agencies as necessary.
Coordinate and provide administrative support and work flows for a broad range of areas.
Learn, interpret and apply Federal, State, local, and division policies, procedures, laws, and regulations.
Perform responsible and complex administrative and secretarial work involving the use of independent judgment and personal initiative
Work cooperatively with other departments, County officials, and outside agencies.
Analyze situations carefully and adopt effective courses of action
Independently prepare routine and specialized correspondence and memoranda.
Ability to pass a criminal background and security clearance
Advanced skills in MS Office, Excel, and Access, and in specialized software.
Advanced keyboarding and 10 key proficiency.
Knowledge of cash handling and cashiering.
Meet the public and represent the County in a professional manner. |
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Minimum Qualifications Required for Entry:
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Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Three years of specialized, increasingly responsible administrative, project, technical, secretarial, and office experience in an A&T related area or equivalent, AND
Education: Equivalent to the completion of the twelfth grade. Additional specialized business administration experience and/or college level training is desirable. |
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Classification Type/FLSA/History:
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Type: Union Classification
FLSA: Non-Exempt |
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PSG:
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| 18 |
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