Details
12/07/2018
Wayne County Administrative Assistant
Wayne CDJFS
Administrative Assistant
Job Description:
(35%) Assists Director and other Administrative staff with administrative tasks; Relieves the Director of non-routine duties; uses Director's signature authority; Prepares confidential correspondence, typed copy from rough draft, dictation system and computer disk for all Director's correspondence; schedules and records appointments for Director; makes travel and lodging arrangements for Director; organizes and maintains Director's files; Communicates decisions, assignments and directives to appropriate staff. Interprets and disseminates information, follows up to ensure compliance. Screens and directs calls, handles routine inquiries. Prepares travel requests, makes travel arrangements, determines costs, and completes expense reimbursement forms. Serves as liaison between Director and the media, government officials and agencies, agency personnel and the general public; provides information regarding Agency programs, procedures and operations. Attends weekly agency leadership meetings and prepares minutes, agenda and agency calendar. Attends and prepares minutes of monthly staff meetings. Assists Director with paperwork and bookkeeping for various committees. Maintains strict levels of confidentiality at all times.
(30%) Processes Agency payroll on a bi-weekly basis; completes and stores all forms to track approved leave for Agency personnel; Monitors agency time clock; tracks employees’ time clock usage; prepares monthly payroll reports for Fiscal unit for balancing with GEMS reports;
(15%) Processes and reports various personnel transactions to the Auditor’s office (i.e. new employees, name, address, insurance and financial changes); assists with new employee orientation including reviewing and processing all payroll forms with new employees; creates time clock badges; tracks employee probation; track/direct evaluations; follows up with employees for compliance with health insurance requirements; maintain Personnel files; updates and maintains current Table of Organization and position control roster; calculates and prepares paperwork for pay increases for staff; track resumes; monitors, tracks and prepares ACA and EEO reports; process FMLA paperwork; prepares Personnel Actions; assists HR Manager with personnel issues. Maintain Legal signs/postings; track/reply to Public Record requests; update Policy manual.
(10%) Provides reports and information to aid in decision making; researches, gathers and analyzes information and statistics; prepares reports and obtains timely authorizations; attends meetings providing input on changes or revisions in internal policies or procedures; assists with special projects. Monitors agency employee fund (M&M Committee). Backup Administrator of Agency telephone system. Administrator of Agency security system. Creates and monitors staff ID badges. Member of County Safety Committee. Back up to the Fiscal unit for balancing pay in and checking daily mail list.
(10%) Attends meeting, training, conferences and meetings as necessary. Other duties as assigned.
Normal working hours are 7:30 a.m. to 4:30 p.m. Starting salary is $15.35/hour.
Minimum Acceptable Characteristics:
Public Relations; Scheduling; Human Relations; Office Management; Agency Policies & Procedures/Handbook; Knowledge of Bookkeeping.
Knowledge of typing; computer operations; office practices and procedures; personnel records and files; job information; payroll procedures; bookkeeping procedures; financial statements. Ability to prepare fiscal records and reports.
Public Relations, Human Relations, Office Management, Agency Policies & Procedures/Handbook.
Application Details:
Interest applicants should contact Julie Kastner, Business Administrator, at 330-287-5857 or julie.kastner@jfs.ohio.gov by December 14, 2018.
