Job description

Description

*Wage reflects 2023 pay scale*

Under the supervision of the County Administrator, provides varied secretarial and administrative support. Prepares and compiles reports, types correspondence, establishes office filing and record systems and coordinates the completion of special reports, contracts and other documents. Performs a variety of functions to support the human resources function. Manages the central telephone system and assists in coordinating other administrative activities.

Examples of Duties

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

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Answers telephone calls and receives visitors for the administrative office and responds to inquiries and concerns from other municipalities, agencies, employees and the public. Identifies those issues needing the attention of the Board Chairperson, County Administrator, committees and various staff. Sorts and distributes mail.

• Sets-up and types correspondence, reports, budget documents, spreadsheets, and other documents for the Commissioners and County Administrator. Types forms and correspondence of a sensitive nature. Prepares Board agendas and packets.

• Maintains Board filing systems, Standing Committee notebooks, policy manuals, lawsuit files and other documents. Maintains database of Board/Commission terms and appointment dates.

• Manages county-wide telephone system including accessing system and changing passwords on voice mail, programming phones and other basic technical issues. Coordinates telephone training, manages computer program that tracks calls made, and serves as primary liaison with the vendor. Oversees security key codes and assigns door codes to new employees.

• Maintains other systems for the county. Oversees security key codes and assigns door codes to new employees. Performs monthly tests on County Courthouse panic alarm devices to be certain they are in working order. Oversees the county’s credit card sign-out, tracks usage and prepares monthly spreadsheet for the Finance Department.

• Assists the Human Resources Director in the employment process by posting vacant positions, placing ads, scheduling interviews, and preparing letters to applicants and other related correspondence.

• Assists with the implementation and training related to new office equipment such as copy machines linked to system. Manages the postal machine and tracks billings for copies and postage.

• Serves as liaison with Michigan Municipal Risk Management Authority (MMRMA) regarding claims casework. Updates asset records and responds to informational requests.

• Assists the public, employees and elected officials in identifying, researching, and obtaining Board and administration data and reports.

• Makes conference and travel arrangements for Board members and processes reimbursement requests. Sends out various invoices.

• Designs and creates forms, flyers, brochures and other documents.

• Plans and arranges annual county programs, including employee service awards, social events, and other designated functions.

• Maintains records and other files as directed.

• Assists the Administrator on special projects by making calls, collecting and compiling information, checking on various potential sources of information, and providing related support assistance.

• Assists with Freedom of Information Act requests and sends timely replies to requestors seeking information from various departments.

• Maintains the county website with updates, deletions and other modifications.

• Performs other duties as directed.

Typical Qualifications

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Requirements include the following:

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High school diploma or equivalent supplemented by college or vocational training in secretarial science or a similar field and four years of progressively more responsible experience in providing administrative support in a professional environment.

• The county, at its discretion, may consider an alternative combination of formal education and work experience.

• Michigan Vehicle Operator’s License.

• Certification as a Notary Public after hire.

• Knowledge of the principles and practices of county administration and skill in providing administrative support to such activities.

• Knowledge of government operations, public administration and budgeting practices.

• Ability to interact professionally, constructively, and diplomatically with top level administrators, other employees, elected officials, representatives of the business community and other governmental units and the general public.

• Skill in maintaining documents in an electronic and non-electronic format.

• Skill in maintaining a complex filing system, and retrieving and researching information inquiries, including sensitive information requiring confidentiality and discretion.

• Strong skills in proofreading, reviewing forms, documents and reports.

• Skill in assembling and analyzing data and preparing comprehensive and accurate reports.

• Skill in effectively communicating ideas and concepts orally and in writing.

• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with county employees, contractors to the county, representatives of other governmental units, professional contacts, elected officials and the public.

• Skill in the use of office equipment and technology, including Microsoft Suite applications, database use and the ability to learn new software programs applicable to the position.

Supplemental Information

Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.

The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.

Benefit Summary
Full-Time Non Union – 37.5 Hours

MERS (Municipal Employees’ Retirement System)
Defined Contribution Plan, Employee elects 3-10%, County matches up to 5%
Normal Retirement Age: 60
Vesting – 3-6 years graded vesting

Health Benefits
Employees will cost share 20% of medical and Rx premiums. All cost shares will be deducted by pre-tax payroll deduction. New employees will be eligible to enroll on the first day of employment.

Medical/RX BCN HMO
BCBS Telemedicine 24/7 Access to physicians
Dental 100/75/50/50, $1,000 ortho max, $1000 annual max
Vision Insurance 12/12/12

Medical Opt-out Option
Eligible employees electing not to participate in the Employer’s group medical care coverage will receive an annual stipend of $2,000, to be paid quarterly. Non-participants will provide proof of coverage(s) from another source. Employees who elect to return to the Employer’s hospitalization medical insurance shall be added as soon as allowed by plan requirements. Employees that are covered under the Employer’s plan through a spouse that also works at the Employer are not eligible for the annual Medical Care Opt Out Stipend.

Post-Employment Healthcare
All full-time non-union new hires participate in the MERS Post Employment Healthcare Savings Program. Participants must contribute $40 per month into the plan and Otsego County will contribute $40 per month.

Life/ADD/Disability
Life Insurance $25,000
ADD $25,000

Short Term Disability up to 26 weeks of coverage-66 2/3% of pre-disability earnings. Max: $500 per week

Holidays
New Year’s Day Veteran’s Day
President’s Day Thanksgiving Day
Good Friday Day after Thanksgiving Day
Memorial Day Christmas Eve Day
Independence Day Christmas Day
Labor Day New Year’s Eve Day

1 Floating holiday: may be used anytime during the calendar year

Voluntary Benefits
Additional voluntary benefits are available such as, medical flexible spending accounts and dependent care reimbursement accounts, additional life insurance, cancer and additional disability policies as well as 457 voluntary retirement programs.

Personal Time
Every January, all regular full-time employees will be credited with personal hours. Employees that work 37.5 hours per week will be credited with 52.5 personal leave hours.

Vacation Time
Each regular full-time and regular part-time employee shall earn, on a pro-rated basis, vacation time as follows:

From start date up to and including 5 years of service 10 Days
From 6 years and up to and including 10 years of service 15 Days
From 11 years of service and over 20 Days

Vacation time will be credited to the employee’s bank on a bi-weekly basis. Employees can only have up to their base vacation plus five (5 days) in their vacation bank at any one time and they may not use more than what is currently in their vacation bank.

Wellness
Regular full-time and part-time employees have access to our on-site wellness room and access to our County membership at Powerhouse Gym.

EAP Program
We recognize that our employees are our most valuable asset and that an investment in your well-being is a sound investment for everyone.
We understand that each of us will be faced with a personal problem in our lives. Such common difficulties may or may not impact our work lives, but will certainly affect the satisfaction in our lives. Most personal concerns can be resolved, or their effects minimized, through appropriate assistance. A counselor helps people work through concerns much like a coach helps an athlete improve through supportive, objective feedback and suggestions.
The Life Advisor Employee Assistance Program is a completely confidential, short-term counseling service, utilizing a practical approach toward problem resolution. Sometimes we are so close to a problem that it becomes hard to look at it, and therefore, we may have a difficult time identifying the solutions. Professional assistance can make the difference between a problem repeating itself, and resolving it for good the first time it occurs.

• This is intended as an easy-to-read summary only. It is not a contract.

Job Type: Full-time

Pay: $19.42 per hour

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