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About the Role
This position involves responsibility for assisting a department head or administrator by coordinating day-to-day office management and administrative functions. Duties include program planning, budgeting, supervision of clerical staff, fiscal management, and statistical record-keeping/reporting. The role requires relieving the head of a department of administrative details such as calendar management, meeting scheduling, and conference arrangements. The psychological demands are moderate with unpredictable fluctuations in work volume, frequent interruptions, shifting work priorities, rush orders, and conflicting priorities. The employee should possess considerable interpersonal skills to teach, instruct, or advise subordinates and may be required to plan or coordinate inter-group or inter-agency cooperation.
Responsibilities
- Provide the highest quality of customer service.
- Develop a professional network and maintain contacts with units with whom an official routinely interacts.
- Assist in the formulation of policies and procedures for the administration of various agency programs.
- Plan and supervise the collection, tabulation, and analysis of statistical and financial data.
- Coordinate and supervise the maintenance of agency financial, payroll, personnel, and attendance records.
- Supervise the requisition, purchase, receipt, and inventory of agency supplies and equipment and maintain inventory records.
- Secure budget estimates from agency units and prepare preliminary drafts of budget requests.
- Supervise and expedite the preparation of records and reports.
- Review incoming mail and answer general correspondence.
- Participate in professional conferences and training programs.
- Explain department or agency functions and activities at meetings with civic groups and community organizations.
- Monitor expenditures to maintain budgetary control.
- Maintain contacts with agency units, other departments, and public agencies to assist in solving mutual problems and to develop improved services and public relations.
- Review and update employee job descriptions in cooperation with the agency head and other supervisors.
- Supervise assigned clerical staff.
- Perform related work necessary for the efficient execution of administrative functions of the agency.
Requirements
- Graduation from a regionally accredited or New York State registered four-year college or university with a bachelor's degree and two years of full-time paid experience in office management or a senior-level clerical position.
- Graduation from a regionally accredited or New York State registered two-year college with an associate's degree and four years of full-time paid experience in office management or a senior-level clerical position.
- Graduation from high school or possession of a high school equivalency diploma and six years of full-time paid experience in office management or a senior-level clerical position.
- Any combination of training and experience equal to or greater than the above requirements.
Skills
- Thorough knowledge of current principles and practices of business administration of various agency programs.
- Thorough knowledge of office terminology, procedures, and equipment.
- Thorough knowledge of business arithmetic and English.
- Good knowledge of the organization, functions, laws, policies, and regulations of the agency to which assigned.
- Ability to handle routine administrative details independently, including the composition of letters and memoranda.
- Ability to plan, assign, and review the work of others.
- Ability to understand and carry out complex oral and written instructions.
- Ability to establish and maintain cooperative relations with the public and other governmental and private agencies.
- Ability to perform close, detail work involving considerable visual effort and strain.
- Good judgment in solving complex clerical and administrative problems.
- Tact and courtesy.
- Considerable interpersonal skills.
Location
- Tompkins County
Work Type
- Part-Time
- 15 hrs./week
- mid-day
Experience Level
- 2 years
- 4 years
- 6 years
Education Level
- Bachelor's degree
- Associate's degree
- High school diploma or equivalency
About the Company
- Tompkins County is committed to Equity and Inclusion.
Equal Opportunity
- We encourage those with similar values to apply.