Administrative Officer - Planning

at  Carteret County NC

Location:
Administration Building
Address:
Beaufort, NC
Company:
Carteret County Government
Requisition ID:
2024-152
Job Type:
Full-Time
Posting Date:
08/09/2024
Closing Date:
08/22/2024

THE JOB

Carteret County Government’s Planning department is seeking an Administrative Officer to join the team. Do you have strong administrative assistant skills? If you are customer service focused & enjoy serving your community, an Administrative Officer position may be the role for you!

THE JOB DESCRIPTION

General Statement of Duties
Provides complex, skilled administrative work with primary responsibility for planning and directing the department’s internal operations under the direction and thorough delegation of the Director or Department Head.
Distinguishing Features of the Class
Employees in this class perform a variety of office management, fiscal and administrative support duties that extend from routine to advanced journey level in complexity, but are generally considered journey level. Work differs from that found in the Office Assistant classification in that it requires the exercise of judgment and independence of action in performing activities such as information processing and referral, non-complex fiscal controls, or responsibility for a specific phase of a program or office activity of limited scope and duration. Duties require tact and discretion when encountering sensitive or confidential matters with precedent setting situations being referred to technical or administrative leader. Work generally requires specific knowledge of the services and functions of the agency to which assigned since the role may serve as backup, or specialized support employee, to senior staff in some program areas. Guides include a variety of written and oral instructions. A department director or other administrative supervisor provides regular supervision on work assignments and project deadlines. Work is evaluated through direct observation, personal conferences, review of documents produced and assessment of the quality and quantity of work completed.
Duties and Responsibilities

Essential Duties and Tasks

• Answers and directs all calls to the appropriate individual; often handles inquiries independently using available reference materials for the organization.
• Processes accounting, purchasing, and budgetary functions for the Department including monthly financial reports and reconciliation; orders supplies and materials and serves as primary contact in the assigned department.
• Schedules appointments and maintains calendars.
• Maintains files both electronically and manually.
• May issue permits.
• Interprets a variety of rules, regulations, and information on the program, department’s and organization’s activities in absence of a program manager.
• Independently drafts and composes routine correspondence and responses and transmits without supervisory review.
• Operates personal computers and other office equipment, including various software, to prepare correspondence, memoranda, notes, minutes, reports (daily, weekly, monthly or yearly) or other materials; reviews work for compliance with instructions, spelling, punctuation and basic grammar; proofreads final copies.
• Serves as departmental contact for computer needs; creates and maintains database files.
• May process billing and accounts receivable aspects for accounts related to solid waste fees, water and sewer fees, planning and inspection fees.
• May create brochures, compile and lay out newsletters, create forms, or other informational vehicles.
• Requests information using standardized or created forms; compiles information requiring the selection of data from well-established sources, from interviewing customers and the public, and from other records, internet or similar sources.
• Screens and routes materials according to content of communications; may provide research support to administrative or professional staff by pulling materials from files.
• Maintains activity records and files; initiates appropriate follow-up or further action based on the status of office activity or predefined schedule.
• Reviews office records and reports and identifies potential inconsistencies; determines cause(s) and resolves with staff and outside personnel.

Additional Job Duties

• Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

• Considerable knowledge and ability to use correct English grammar, vocabulary and spelling.
• Considerable knowledge of county function to which assigned and related policies, procedures and regulations.
• Considerable knowledge of software applications including Microsoft Office Professional, and other related software; may require ability to inquire on Arc View.
• Thorough knowledge of office practices and procedures.
• Working knowledge of arithmetic and its uses in general office work.
• Ability to communicate effectively in person and by telephone.
• Ability to gather and provide information and instructions on departmental programs based on inquiries.
• Ability to learn and understand organizational programs.
• Ability to be tactful and courteous.
• Ability to gather and compile materials from a variety of sources.
• Ability to operate various types of office machines efficiently as required by the position such as computer, calculator, copiers and other equipment.
• Ability to use judgment in organizing and establishing priorities assigned.
• Ability to record information, balance figures and compile information based on general instructions.
• Ability to arrange and file records, reports and files into a proper sequence.
• Ability to establish and maintain effective working relationships with supervisor, employees and the public.
• May require ability to plan, organize, monitor, and delegate duties to others.

Physical Requirements

• Work frequently requires the exertion of up to 10 pounds of force and infrequently requires the exertion of up to 50 pounds of force.
• Work frequently requires sitting, speaking or hearing, using hands to finger, handle or feel and reaching with hands and arms, pushing or pulling and repetitive motions and regularly requires standing, walking, climbing or balancing, and stooping, kneeling, crouching or crawling.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word and detailed and loud talking to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound.
• Work requires preparing and analyzing written or computer data equipment and observing general surroundings and activities.
• Work does not have adverse environmental conditions.
• Work is generally in a moderately noisy location (e.g. business office, light traffic).

Desirable Education and Experience
Bachelor’s degree in Business Administration or a related field and one to three years of management experience; or equivalent combination of education and experience.
Pay Grade: 69
FLSA: Non-Exempt

Essential Duties and Tasks

• Answers and directs all calls to the appropriate individual; often handles inquiries independently using available reference materials for the organization.
• Processes accounting, purchasing, and budgetary functions for the Department including monthly financial reports and reconciliation; orders supplies and materials and serves as primary contact in the assigned department.
• Schedules appointments and maintains calendars.
• Maintains files both electronically and manually.
• May issue permits.
• Interprets a variety of rules, regulations, and information on the program, department’s and organization’s activities in absence of a program manager.
• Independently drafts and composes routine correspondence and responses and transmits without supervisory review.
• Operates personal computers and other office equipment, including various software, to prepare correspondence, memoranda, notes, minutes, reports (daily, weekly, monthly or yearly) or other materials; reviews work for compliance with instructions, spelling, punctuation and basic grammar; proofreads final copies.
• Serves as departmental contact for computer needs; creates and maintains database files.
• May process billing and accounts receivable aspects for accounts related to solid waste fees, water and sewer fees, planning and inspection fees.
• May create brochures, compile and lay out newsletters, create forms, or other informational vehicles.
• Requests information using standardized or created forms; compiles information requiring the selection of data from well-established sources, from interviewing customers and the public, and from other records, internet or similar sources.
• Screens and routes materials according to content of communications; may provide research support to administrative or professional staff by pulling materials from files.
• Maintains activity records and files; initiates appropriate follow-up or further action based on the status of office activity or predefined schedule.
• Reviews office records and reports and identifies potential inconsistencies; determines cause(s) and resolves with staff and outside personnel