Administrative Assistant II

SUMMARY DESCRIPTION

This position provides administrative support for the Conservation Department and performs related administrative, secretarial, and customer service duties.

JOB DUTIES/RESPONSIBILITIES

• Answers telephones, responds to emails, and greets visitors; provides information and assistance; responds to inquires or directs to appropriate staff members or other agencies.\
• Receives, sorts, and prepares incoming and outgoing mail.
• Develops and maintains electronic and paper files, records, and reports related to Conservation Department business.
• Maintains adequate office supply inventory; orders office supplies when needed; monitors and reports maintenance-related requests to facilities.
• Performs various clerical duties including but not limited to data entry, preparing written correspondence, letters, mailings, and updating brochures; proofreading various written materials.
• Assists with processing invoices, paperwork, applications, claims, and payroll as needed.
• Processes rental contracts, permits, applications and other department forms.
• Coordinates multipurpose room reservations; sets up electronic door unlock/lock.
• Assists in the creation and organization of personnel and other department files as needed.
• Records all monies received in ledger, prepare letters, receipts and thank you notes/letters for donors.
• Maintains multiple spreadsheets for campgrounds, donations, Partners memberships, summer camps, etc.
• Takes or transcribes meeting minutes when needed.
• Maintains programs and events calendar on SCC website, MyCountyParks.com, and Discover Ames.
• Assists with maintaining and updating SCC website.
• Assists with outreach as needed, including building and sending out communications using Mailchimp, creating and posting social media content, video editing, and other related outreach activities.
• Collaborates with staff as appropriate to ensure the accuracy of completed work.
• Performs related duties as assigned.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office policies and procedures.
• Knowledge of customer service principles and practices.
• Knowledge of data entry and database management principals.
• Skill in the use of computers and job-related software programs.
• Skill in the operation of modern office equipment.
• Skill in oral and written communication.
• Skill in problem solving.
• Skill in prioritizing and scheduling work.

QUALIFICATIONS

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
• Experience in marking, communications, or public relations or related field preferred.

E-VERIFY PROCESS: Story County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant's Form I-9 to confirm work authorization. All candidates who are offered a position with Story County must complete Section 1 of Form I-9 along with the required proof of their right to work in the United States and proof of their identity. Please be prepared to provide required documents on the first day of employment. For additional information regarding acceptable documents for this purpose, please contact Human Resources at 515-382-7200 or go to the US Citizenship and Immigration Services web page at: http://www.uscis.gov.  

Physical & Environmental Characteristics

The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light (24 pounds or less) heavy (25 pounds or more) objects. The work is typically performed in an office.