Job Opening: Office Manager - Administrative Assistant
Department: Controller's Office
Posting Date: July 24, 2024
Salary: $51,000.00 Annually
The Office Manager/Administrative Assistant is responsible for providing confidential executive assistance to the Controller, managing general administration and handling various clerical tasks in support of the retirement and audit functions in the Delaware County Controller's Office.
Perform confidential executive support to the elected Controller, to include: compiling and preparing reports, memos and letters; organizing electronic and paper files; scheduling appointments; assisting with travel arrangements and reimbursements; maintaining the Controller's calendar; and updating and maintaining databases.
Answer, screen and route telephone calls for the Controller daily.
Act as liaison to the Open Records Officer.
Assist Controller's Office in its capacity as the County's Bond Custodian.
Manage all Office clerical tasks, and collaborate with staff in the Controller's Office.
Prepare correspondence, reports and memos and outgoing mail.
Organize files and records with effective filing systems; maintain archival information; transfer paper files; and ensure Office adheres to proper document retention policies.
Maintain the annual skeleton crew schedule and other Office documents.
Organize Office events and meetings.
Place and monitor service calls and work orders to IT and Facilities departments.
Maintain a sufficient inventory of various supplies and equipment.
Requisition purchases via the SAP system; maintain relationships with key vendors; work with Central Purchasing to complete all orders; and prepare check requests.
Work with staff and vendors to maintain correct and adequate supply of checks, tax forms and envelopes.
Keep attendance records for salaried and hourly employees in the Controller's Office.
Handle timekeeping and reporting for salaried employees.
Provide administrative support to the enterprise resources planning software project.
Support Controller in her role as Secretary of the Retirement Board, to include: scheduling meetings and preparing agenda, minutes and other documents; arranging meeting reservations and logistics; handling advertisement of future Retirement Board meetings; corresponding with members of the Retirement Board through email and telephone; maintaining relationships with the Custodial Bank, Fund Managers and the Investment Consultant; and taking organized notes and drafting meeting minutes.
Maintain documents, contracts and correspondence in effective filing systems.
Process retirement fund expense invoices; and track amounts on spreadsheets.
Seek proper authorization for approvals and compliance.
Assist external auditors with data collection, to include: preparation of approximately 50-60 confirmation letters yearly from form provided by auditors; following up on responses; and maintaining clear, updated records of all entity contact information.
Maintain records via Excel spreadsheets.
Keep accurate online listing for mailing finalized financial reports to necessary parties.
Track all outside audits and maintain filing system with records of exit conferences and finding results.
Perform other duties, tasks and special projects, as required.
4-6 years of executive assistant experience.
Ability to maintain confidential information and exercise discretion and sound judgement.
Excellent verbal and written communication skills.
Advanced organizational skills.
Self-starter with the ability to work independently.
Flexible team player who contributes to a positive work environment.
Ability to handle frequent interruptions while maintaining composure and professionalism Ability to handle multiple critical tasks simultaneously and carry tasks to completion Excellent time management skills.
Knowledge and skill with modern office equipment (fax, copier, telephone, typewriter) Strong computer and word processing skills with working knowledge of Microsoft Office, SAP and internet navigation.
Minimum of a high school diploma.
Bachelor's degree in a related field preferred or equivalent experience.
To apply, please go to Neo.gov.