Administrative Assistant Job at Ware County Government in Waycross

JOB TITLE: Administrative Assistant

DEPARTMENT: Vehicle Maintenance, Ware County

JOB SUMMARY: This position is responsible for providing clerical and parts room support to the department.

MAJOR DUTIES

• Performs various administrative duties such as office and parts room supply management, document/correspondence preparation, file management, record keeping, making arrangements for meetings and travel.
• Maintains the daily work log for the department on the computer, including records of equipment used and projects in progress.
• Prepares a monthly report on shop operations, including recording information on vehicles maintained and work orders completed for all county departments.
• Maintains inventory records, fulfills order requisitions, receives and processes deliveries, maintains overall parts room operations.
• Answers the telephone, provides information to callers, updating departments on the progress of their repairs, and takes messages for staff.
• Performs clerical and reception duties, including ordering materials, maintaining fuel logs, and typing memoranda and correspondence.
• Maintains departmental files, including work log, purchase order, and vehicle maintenance files.
• Performs other related duties as assigned.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office procedures, practices, and equipment.
• Knowledge of basic automotive systems and common repair needs.
• Knowledge of inventory control systems and repair orders.
• Knowledge of county personnel and purchasing procedures.
• Skill in organizing work.
• Skill in basic math and computer programs, specifically well-versed in Excel.
• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Vehicle Maintenance Supervisor assigns work in terms of somewhat general instructions. The supervisor spot-checks work in progress and upon completion for accuracy and compliance with procedures.

GUIDELINES

Guidelines include county personnel and purchasing policies and procedures and instructions from the supervisor. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY

The work consists of related clerical and secretarial duties and basic knowledge of vehicle maintenance operations.

SCOPE AND EFFECT

The purpose of this assignment is to provide clerical and secretarial support to the department. Successful performance helps ensure the efficient operation of the department.

PERSONAL CONTACTS

Contacts are typically with other employees, County departments, and various vendors.

PURPOSE OF CONTACTS

Contacts are typically to give and exchange information and provide services.

PHYSICAL DEMANDS

The work is typically performed with the employee sitting at a desk or table. Some work requires lifting and moving heavy items such as vehicle parts.

WORK ENVIRONMENT

The work is typically performed mostly in an office and sometimes in the storeroom.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS:

• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
• 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.