JOB TITLE:   Administrative Assistant

DEPARTMENT: Vehicle Maintenance, Ware County

JOB SUMMARY: This position is responsible for providing clerical and parts room support to the department.

MAJOR DUTIES:

• Performs various administrative duties such as office and parts room supply management, document/correspondence preparation, file management, record keeping, making arrangements for meetings and travel.
• Maintains the daily work log for the department on the computer, including records of equipment used and projects in progress.
• Prepares a monthly report on shop operations, including recording information on vehicles maintained and work orders completed for all county departments.
• Maintains inventory records, fulfills order requisitions, receives and processes deliveries, maintains overall parts room operations.
• Answers the telephone, provides information to callers, updating departments on the progress of their repairs, and takes messages for staff.
• Performs clerical and reception duties, including ordering materials, maintaining fuel logs, and typing memoranda and correspondence.
• Maintains departmental files, including work log, purchase order, and vehicle maintenance files.
• Performs other related duties as assigned.

KNOWLEDGE REQUIRED BY THE POSITION:

• Knowledge of modern office procedures, practices, and equipment.
• Knowledge of basic automotive systems and common repair needs.
• Knowledge of inventory control systems and repair orders.
• Knowledge of county personnel and purchasing procedures.
• Skill in organizing work.
• Skill in basic math and computer programs, specifically well-versed in Excel.
• Skill in oral and written communication.

SUPERVISORY CONTROLS: The Vehicle Maintenance Supervisor assigns work in terms of somewhat general instructions. The supervisor spot-checks work in progress and upon completion for accuracy and compliance with procedures.

GUIDELINES: Guidelines include county personnel and purchasing policies and procedures and instructions from the supervisor. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY: The work consists of related clerical and secretarial duties and basic knowledge of vehicle maintenance operations.

SCOPE AND EFFECT: The purpose of this assignment is to provide clerical and secretarial support to the department. Successful performance helps ensure the efficient operation of the department.

PERSONAL CONTACTS: Contacts are typically with other employees, County departments, and various vendors.

PURPOSE OF CONTACTS: Contacts are typically to give and exchange information and provide services.

PHYSICAL DEMANDS: The work is typically performed with the employee sitting at a desk or table. Some work requires lifting and moving heavy items such as vehicle parts.

WORK ENVIRONMENT: The work is typically performed mostly in an office and sometimes in the storeroom.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY:     None.

MINIMUM QUALIFICATIONS:

• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
• Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.