Apply ONLINE at www.twinfallscounty.org

Testing is required for this position. We must receive your test results by the posting deadline for you to be considered for this position. Testing is conducted by the Idaho Department of Labor Magic Valley Office. Their hours are Monday Friday from 8 a.m. – 5 p.m. To receive the testing links; call 208-735-2500, email magicvalleymail@labor.idaho.gov , or visit the Department of Labor Magic Valley Office at 420 Falls Avenue in Twin Falls.

Please note: If you took tests through the Department of Labor for a company other than Twin Falls County, your tests scores are not automatically sent to us and you will need to mail, email, or fax them to our office before the posting deadline to be considered for this position.

Tests required: TFCO Clerical Proofreading; TFCO Basic Office Skills; General Typing-5 min

Tests will be kept on file for six (6) months. When you retest, we will use your most recent test score for each position for which you apply.

CLASSIFICATION SUMMARYPerforms administrative and secretarial support for the County Commissioners office. Work often includes handling more private or sensitive information. An employee in this classification manages correspondence; maintains communications with key staff within and outside the department; schedules and coordinates meetings, interviews, events and other similar activities; performs research and generates reports; prepares internal support materials and reports; and may perform bookkeeping and accounting. The job requires finely honed time management and organization skills with attention to detail and accuracy. Due to the overall complexity and difficulty of the work and independence required of the position; work tasks may not have an established procedure or protocol. The position reports to the Office Administrator and is usually performed in an office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES (illustrative only and may vary by assignment)

As back up to the Office Administrator, the Administrative Assistant is trained in all aspects of Administrator’s position to include scheduling hearings, posting notices as per state code, being able to research state code related to office requirements, submit claims to ICRMP, process claims and understand budget lines for multiple departments (Commissioners, general fund, Public Defender’s Office, IT, Maintenance, etc.). Must be familiar with all the departments within the County to be able to effectively assist citizens and other offices. This position requires highly honed skills in a busy office environment. Effective spelling, grammar, punctuation, composition of documents, time management, and ability to manage multiple complex projects is required.
- Processes invoices for claims from the Commissioners’ Office, General Fund, Phone, and Tort Fund;
- Processes claims for Overflow and Conflict Public Defender; log invoices to avoid duplicate payments, verify which invoices are overflow and which are conflict with the PD Conflict administrator, differentiate between overflow, conflict and court appointment invoices.
- Processes invoices for tenants, tracks payments received and follow up on missing payments according to contractual agreements. This changes annually and must be familiar with contracts.
- Schedule items for agenda, must be able to determine priority for agenda and commissioner availability;
- Prepares and posts agendas for Commissioner meetings as per Open Meeting Law. Prepares packets for meetings; must be able to review and interpret documents for proper titling on agenda and verify supporting documents for meetings, staff reports, must be able to learn P&Z process to differentiate what can be posted on the agenda and what requires a hearing;
- Prepare minutes from meetings. Review, spell check, and create synopsis for publication.
- Processes departmental budget adjustments for purchasing and cell phones;
- Maintains log for keys for Commissioner vehicles, purchasing cards and conference rooms;
- Logs, scans, and distributes legal requests to Prosecutor’s Office; monitors status of requests to ensure timely completion;
- Processes public records requests in a timely manner;
- Administers County-wide central purchasing program including, but not limited to orders, approval of orders, tracking, invoice processing and monthly purchase/supply reports for all departments;
- Reviews and processes monthly cell phone reports for all County departments; order phones for departments, cancel service, review billing to ensure phones are on the right plans and user names are correct.
- Distributes property tax exemption forms and hardship tax cancellation forms upon request from the public; differentiate between hardship, casualty loss, etc., per Idaho Code vs. tax exemption application and be able to explain the differences and process for application.
- Processes telephone requests; tracks and monitors work orders to ensure timely completion;
- Maintains files of contracts; verify signatures, ensure contracts are complete with dates, etc., log contracts (with enough detail to find contract later), return contracts to department or originating agency, make sure all signatures are complete. Follow up for counter signatures.
- Assists with the Board of Equalization Process; log appeal forms, process forms, provide copies to Assessor, set up files for BOE, help prepare schedule, prepare appeal packets, remove cancelled packets.
- Creates word processing documents and spreadsheets and/or works with specialized department software;
- Answers phone and greets visitors to the Commissioner’s office; must be able to learn the difference between City and County responsibilities and able to direct callers and visitors to the correct agency.
- Provides or assists in database management of department/division files, with or without information technology assistance;
- Maintains communications with key staff within and outside the department;
- Schedules and coordinates meetings, interviews, events and other similar activities;
- Prepares internal support materials and reports;
- Responds to Commissioners’, elected officials’, County employees’ and citizens’ questions and comments in a courteous and timely manner;
- Performs time management and scheduling functions, meets deadlines, and sets project priorities;
- Communicates and coordinates regularly with appropriate co-workers to maximize the effectiveness and efficiency of interdepartmental operations and activities.
- Maintains strict confidentiality in all cases;
- Assists other department and County employees as needed or requested.
- Performs all work duties and activities in accordance with County policies, procedures, and safety practices.
SECONDARY DUTIES AND RESPONSIBILITIES:
- Serves as back up to the Officer Administrator;
- Performs other duties as assigned.

CLASSIFICATION REQUIREMENTS:
The requirements listed below are representative of the minimum knowledge, skill, and/or ability required for an individual to satisfactorily perform each essential duty satisfactorily and be successful in the position.

Knowledge of:

Current office practices and procedures, including data entry;
Record keeping and filing practices and procedures;
Customer service skills;
Bookkeeping, cash handling, and accounting practices and procedures;
Customer service procedures, techniques, and objectives;
Operation of a personal computer and job-related software applications.
Research methods and related project management;
Document and database management;
English grammar, spelling, punctuation, and composition.

Skill and Ability to:

Effectively utilize numerous computer software programs to track and monitor files, data and projects;
Respond to changing tasks and daily priorities and Commissioner requests;
Maintain up-to-date knowledge of policy and procedures related to assigned function;
Provide relevant and accurate answers to questions from members of the public and County staff;
Manage data bases and enter and retrieve data accurately and efficiently into a computerized system;
Establish and maintain accurate records and files, both computerized and hardcopy;
Respond to the public over the phone or in person in a tactful, pleasant and courteous manner;
Speak clearly and communicate accurate information to others;
Provide effective customer services with patience and accuracy;
Assess problem situations and develop effective answers, with or without the supervisor’s help;
Perform duties with accuracy and attention to detail;
Prepare reports on activities as requested;
Review files and determine their content and completeness and perform follow up work as needed;
Operate standard office equipment, a personal computer and program applications appropriate to assigned duties;
Type and perform word processing and spreadsheet functions with speed and accuracy;
Prepare documents following a prescribed format to ensure accuracy and compliance with legal requirements and standards;
Use English to communicate effectively with others;
Proficiently operate computers, software programs such as Microsoft Word, Excel, PowerPoint or similar office software to create documents and other materials, maintain information and generate reports;
Listen carefully to, understand and effectively communicate through oral, written and interpersonal communication channels;
Follow verbal and written instructions.
Maintain a professional demeanor at all times;
Maintain confidentiality;
Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
Work independently and exercise initiative with general guidance and supervision;
Use good judgment to make sound, reasonable decisions;
Utilize problem-solving skills to respond to customer service needs in accordance with laws, ordinances, regulations and established policies;
Demonstrate integrity and ingenuity in the performance of assigned tasks and solving problems;
Perform all duties in accordance with County policies and procedures with regard for personal safety and that of other employees and the public.

ACCEPTABLE EXPERIENCE AND TRAINING:

High school diploma or GED; and an Associate’s Degree is preferred in Business or related field; and
Three years’ experience in an administrative office, preferably in the public sector; or
An equivalent combination of education and experience that provides the required skills, knowledge and abilities to successfully perform the essential functions of the position may be considered.

PHYSICAL DEMANDS & WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this classification, the employee is frequently required to stand, walk, sit, stoop, kneel, bend, use hands to keyboard or type, handle materials or manipulate tools used in performing the essential functions of the classification, and reach with hands and arms. The employee must (occasionally or frequently) lift and/or move up to 25 pounds and, infrequently, up to 50 pounds. Specific vision abilities required by this classification include close vision, distance vision, color vision peripheral vision, depth perception and ability to adjust focus. Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions and communicate effectively in person or by telephone. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate.

Twin Falls County

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Administrative Assistant