Administrative Assistant – Coroner’s Office

Full Job Description

This is an in-person position. This position has an anticipated work schedule of Monday – Friday, 7:30am – 4:00pm, subject to change.

This entry-level position provides a variety of routine administrative functions in support of the department of office; helps to facilitate efficient operations. Employment is subject to the terms, conditions, and policies detailed in the Personnel Policies Manual (PPM). This position requires regular in-person presence as an essential job function. This position may be subject to grant funding.

Requirements

• Provides routine administrative support. Prepares, types, and proofreads detailed and special correspondence, memorandums, and other documents from brief instructions or notes. Emails and faxes documents, drafts communication for review, and makes copies.

Provides exceptional customer service, both internally and externally, and provides accurate and detailed information. Answers, screens, and directs incoming calls and takes messages.

Greets and assists visitors and clients; provides information and responds to routine questions, complaints, and referrals.

• Maintains databases for tracking of information; inputs, changes, and updates information in databases, ensuring accuracy and completeness. Maintains files and folders; updates and maintains filing systems to ensure accuracy. 
• Assists in meeting coordination, including scheduling dates, times and locations as needed.
• Performs data entry; tracks and maintains program data. 
• Prepares reports, calendars, graphs, and/or spreadsheets for program activities. 
• Creates and updates a variety of forms and documents, such as handouts, training aids, binders, etc..
• Sorts and distributes incoming mail and faxes; processes outgoing mail based on assignment. 
• May maintain office equipment and supply inventory. 
• Performs other duties as required. 

Supervision Exercised: This classification does not have supervisory authority and requires no supervision or direction of others.

Supervision Received: Receives direct supervision. This classification normally performs the duty assignment after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. Frequent direction, guidance, and coaching from supervisor is expected.

Qualifications

Knowledge, Skills & Abilities

• Working knowledge of Microsoft Office programs, including Word, Excel, Outlook, and Access.
• Strong time management skills with attention to detail. Must possess strong grammar, spelling, and punctuation skills.
• Ability to work with frequent interruptions, ability to organize, coordinate, and prioritize tasks and move between projects on short notice.
• Ability to communicate effectively and establish strong working relationships with staff, County employees, clients, and the public. Ability to provide excellent customer service.
• Ability to maintain confidentiality.
• Ability to compile and maintain accurate records and reports.
• Ability to work independently.
• Maintain regular and punctual attendance.

Required Education & Experience

• High school diploma or equivalent education.
• One year of administrative experience.
  • Associate’s degree or higher may substitute for the required experience.

Preferred Education & Experience

• Social media and public information/relations experience.

Licenses/Certificates

• If assigned to the Justice Services Division:
  • Must obtain and maintain a Criminal Justice Information Systems (CJIS) Certificate within thirty days of employment.

Pre-Employment Requirements

• Must pass conditional post offer background investigation and drug screen.

Additional Information

Duties are performed primarily in an office and remote work environment dependent upon Department discretion and business needs. 

The classification specification above is intended to represent only the key areas of responsibilities and minimum qualifications; specific job assignments, duties, education, experience, licenses/certifications, and environmental conditions will vary depending on the needs of the department/office and the particular assignment. Changes to this document may only be made by a member of the Human Resources Department.