Administrative Assistant

Primary Responsibilities

The following duties are primarily performed and are essential for this position.  Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position.  Other duties may be required and assigned.

• Answers telephones and greets visitors, providing information and assistance, taking messages, directing calls, and scheduling appointments, as required.
• Types reports, forms, letters, and other correspondence from written & oral instruction.
• Performs frequent documentation and data entry into the KIDS Information Data System (KIDS).
• Creates and maintains files including those of a highly sensitive and confidential nature.
• Uploads and downloads documents in-and-out of the Electronic Documents Exchange (EDE) and PaperVision.
• Maintains tracking and retention of agency visitor and authorized access logs in accordance with federal regulations.
• Processes incoming, inter-office and outgoing mail. Date stamps, scans, and routes correspondence to appropriate parties. Sends and distributes in-coming & out-going faxes.
• Runs and distributes daily, weekly, monthly, and quarterly reports.
• Prints updated payment records in advance of court hearings.
• Collects, tracks, and routes payments, as appropriate. Issues receipts.
• Drafts Voluntary Paternity Acknowledgment (VPA) forms for filing with the State Vital Records office.
• Prepares chain-of-custody forms ahead of genetic testing. Facilitates the collection of genetic samples as back-up when needed.
• Cross-checks daily Jail Intake list against participants in KIDS; logs matches and notifies assigned worker.
• Cross-checks petitioners in Temporary Restraining Order (TRO) cases filed in Dunn County against known KIDS participants; enters Privacy Protection as appropriate.
• Opens, closes, and updates files as required. Locates files and documents as required.
• Maintains the tidiness of lobby, conference room, and general office areas.
• Serves as a backup to other staff in the department.
• Schedules use of county fleet vehicles.
• Attends various staff training sessions and meetings.
• Performs other duties of a comparable level/type, as assigned.

Minimum Qualifications

MINIMUM EDUCATION QUALIFICATIONS:
EDUCATION AND/OR EXPERIENCE REQUIREMENTS

• High School diploma or equivalent required. Secondary education preferred.
• Two years prior customer service experience.

• Prior to hire, a Department of Justice (DOJ) criminal background check and fingerprinting will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.

• Keyboarding skills of 65 wpm
• Notary Public eligible

• Knowledge of general office procedures, record keeping, office equipment and related office practices.
• Knowledge of computer operation and use.
• Knowledge of general office software (i.e. word processing, excel, email programs, etc.)
• Knowledge of department functions, organization and general administrative procedures.).
• Knowledge of office etiquette and customer service orientation.
• Ability to communicate effectively, both orally and in writing.
• Skilled in implementing, entering and maintaining departmental records and files.
• Skilled in performing work assignments requiring attention to detail, precision and accuracy.
• Skilled in learning specialized county/departmental software applications used in the maintenance of department files and records.
• Skilled in customer service and human relation skills in assisting, dealing with and applying proper phone etiquette and informational assistance in dealing with co-workers, case participants, third parties, and the general public.
• Skilled in ability to learn and apply administrative departmental office routines, functions, organization and office procedures.
• Skilled in operating and using general office equipment including, copier, fax machine, scanner, email, telecommunications equipment and voice mail.
• Skilled in learning and applying general bookkeeping pertaining to the collection & tracking of money and recording of receipts.
• Ability to maintain confidentiality of office files and records, use discretion with clients, possess a non-judgmental attitude and maintain a professional demeanor.
• Ability to establish and maintain effective and professional working relationships with co-workers and the general public.
• Ability to follow Dunn County policies and procedures.
• Ability to manage time effectively, manage multiple projects, and complete work within established deadlines with minimal direction & supervision while adapting to constant changes in priority.
• Ability to work the allocated hours of the position.

• Ability to communicate clearly and effectively with other staff members, supervisors, and community members in written and verbal form. 
• English skills (oral, written and comprehension) sufficient to effectively communicate with all internal and external customers.

• Ability to understand and effectively carry out verbal and written instructions.
• Must have ability to work accurately with attention to detail.
• Ability to prepare and maintain accurate and concise records and reports.

• Ability to make arithmetic computations using whole numbers, fractions and decimals.
• Ability to compute rates, ratios and percentages.

Physical and Work Environment

PHYSICAL AND WORK ENVIRONMENT
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Human Resources.  
 
PHYSICAL REQUIREMENTS

• Physical effort will typically require infrequent exertion of objects weighing up to 10 pounds 

• Continuous speaking, hearing and using hands dexterously; work frequently requires sitting; and work occasionally requires standing, walking and reaching with hands and arms.
• Work has standard vision requirements.
• The physical and environmental hazards and risks associated with the job can be characterized as minimal.

• Work is generally in a moderately noisy location (e.g. business office, moderate traffic).