SARPY COUNTYinvites applications for the position of: Administrative Assistant III: Facilities Management SALARY: $21.86 – $29.40 Hourly OPENING DATE: 01/26/21 CLOSING DATE: 02/09/:59 PM JOB OVERVIEW:IMPORTANT INFORMATION – PLEASE READ A. Click HERE for Labor Law Posters~B. Please be advised that if you advance in the application process, Sarpy County’s Employment Policy requires that you submit to multiple background checks, including but not limited to a criminal history records check. Having a criminal history will not necessarily bar you from employment with Sarpy County as individual circumstances will be considered.C. Sarpy County is a Drug-Free Workplace / Equal Opportunity EmployerD. Sarpy County participates in E-Verify.E. Positions are subject to Veterans’ Preference (not applicable to internal promotions and transfers)F. The employment application is required and is the only source of information used to determine if you meet the minimum requirements of the job. The application form must be completed in its entirety. Your application form will be rejected if it is not complete. You have the option to attach a resume, although it will not be considered as part of your application.G. NOTE: meeting the minimum requirements does not guarantee further consideration for the position for which you applied.H. Should you move forward in the selection process for this posting you will be required to successfully complete a standard typing test and data entry test prior to any interview. This position requires the following: Standard typing: Cutscore of 40 nwpm; data entry: Cutscore 80 nkpm. You WILL be contacted by Sarpy County Human Resources to schedule a test time should this requirement be applicable to you. I. Please be complete. You will not be allowed to change your application after you have applied for a position. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~GENERAL PURPOSE Under the general supervision of the Facilities Management Director or designee, perform a variety of advanced clerical, secretarial, and administrative practices and procedures related to office operations requiring high level of responsibility and independent judgment.SELECTION GUIDELINES Formal application, rating of education and experience, interview, reference checks, successful completion of a national criminal background check, successful completion of a pre-employment drug screen, and other job related tests or checks as may be required.DISCLAIMER The job description is current as of the date signed. Any omission of specific statements does not exclude them from the position if they are similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES:ESSENTIAL FUNCTIONSSupport departmental activities and various teams and levels within the department in maintaining county facilities. Promote a positive image of the Facilities Management Department by serving as an information resource.Establish and maintain effective working relationships with clients, supervisors, County employees, elected officials, law enforcement, vendors, other agencies, and the general public, serve as a positive representative of the department.Screen calls, answer questions, collect relevant data, ensure phone messages and communications are accurate and prioritized, referring calls to appropriate resources as needed. Provide assistance to customers over the phone or in person.Serve as a communications liaison between various levels of personnel by relaying instructions and information and follow commitments through to completion.Consult and work with Foreman to review and assign work orders to staff based on workload, location and expertise, closing completed cases when complete.Schedule, coordinate, and confirm meeting room set-up on a daily basis.Maintain building key organization system and associated software program.Escalate complex problems to management for their direct involvement. May troubleshoot and resolve moderate level problems within defined scope, policies and/or procedures.Organize, procure, and maintain an accurate inventory system of department materials and supplies within budgetary guidelines and coordinate the efficient running of the office, including cleanliness and proper organization of materials and supplies.Use accounting system to review and accurately pay departmental bills within established timeframes; reconcile invoices and provide additional information as required; work with vendors to provide credit for returned items.Responsible for the preparation, verification and maintenance of payroll related records (e.g., floating holidays, compensatory time, days off, absences, birthdays, anniversaries, performance evaluation dates, step dates, and other records) on a regular and timely basis.Accurately complete and submit payroll documentation for the Department in a timely fashion.With guidance from management, research, prepare, monitor, and manage assigned special projects related to Facilities operations and growth, using independent and creative processes.Administer wage, position, and employee changes for the department, maintaining records and ensuring proper documentation of changes are sent to Human Resources and Payroll departments within established timeframes. Compose, type, and edit a variety of correspondence, reports and other material requiring judgement as to content, accuracy, and completeness. Maintain and update records and statistics relevant to departmental operations and metrics. Assign, coordinate, and maintain the record of pool vehicles used by employees conducting county business.Process incoming and outgoing mail on a daily basis.Perform a variety of support services for director and department personnel (e.g., maintain calendar, typing, filing, copying, etc.) ensuring accuracy and organization in work product. Create flyers and other documents for departmental use. Organize and maintain files and records of departmental activities (e.g., buildings, projects, manuals, warranties, permits, etc.) in a timely and accurate manner.Report to the assigned worksite with regular, predictable, and consistent attendance. Peripheral Duties Serve as a member of various committees as assigned. Perform other duties as directed and assigned.MINIMUM QUALIFICATIONS:MINIMUM REQUIRED QUALIFICATIONS Education and Experience High school diploma or GED required*. Post-secondary education in general office practices or business preferred. Four (4) years’ bona fide work experience in an administrative assistant or secretary position required. Competent experience using MSWord, Excel, and PowerPoint at an intermediate level.Must be able to type 40 net words per minute (nwpm).Must be able to enter data at 80 net key strokes per minute (nkpm). * Approved work experience beyond that required which provides equivalent knowledge, skills, and abilities may be considered and substituted for the stated education. Special Requirements Must have and maintain throughout employment a valid Driver’s License, as well as meet eligibility requirements of “acceptable driver standards” as defined by the County. Necessary Knowledge, Skills and Abilities Working knowledge of and ability to use computers and Microsoft Office Suite (e.g. Excel, Word)Working knowledge of modern office practices and procedures Working knowledge of basic bookkeeping and accounts payable/receivable principles and techniques.Working knowledge of, and ability to apply, current office principles and techniquesWorking knowledge of proper grammar, spelling, and punctuationKnowledge of, and ability to learn, specialized software and operating systems.Ability to perform clerical duties accurately Ability to effectively meet and deal with the publicAbility to understand and comply with departmental policies and proceduresAbility to work under pressure and/or frequent interruptionsEffective communication skillsSkill in and ability to perform duties with efficiency, thoroughness, accuracy, and attention to detail while managing frequent interruptionsAbility to navigate stressful situations while maintaining composureAbility to understand and follow exacting verbal and written instructionsAbility to maintain and protect confidential and sensitive information.Ability to prioritize work and carry out assigned projects to completionAbility to communicate effectively, in English, both verbally and in writingAbility to operate standard office equipment including, but not limited to, multiline phone, computer, printer, 10-key calculator, scanner, copier, fax, desktop label machine, and other tools and equipment needed to successfully perform duties PHYSICAL DEMANDS AND WORKING CONDITIONS:The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.LINK TO JOB ANALYSIS: sensory abilities include vision and hearing. Visual abilities, correctable to normal ranges include close, distance, and color vision as well as depth perception and the ability to adjust focus. Communication abilities include the ability to talk (verbal exchange) and hear within normal ranges.Work is typically performed indoors in an office setting. Work hours may include evenings, weekends, call-ins, and holidays….. click apply for full job detailsTracking



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