Administrative Support Specialist II - Manager's Office

Job Opportunity With Chatham County

Are you passionate about helping others and ready to grow your skills in a dynamic, community-focused environment? Chatham County is looking for someone like you to join our exceptional team! In this rewarding role, you'll have the opportunity to develop a wide range of skills, contribute to a welcoming, vibrant, and informative space, and serve your community alongside a supportive, dedicated team. With outstanding benefits and plenty of opportunities for learning and growth, this is more than just a job it's a chance to build a meaningful career in local government. Ready to make a difference? Apply today and start your journey with Chatham County!

Performs intermediate-skilled administrative support work assisting with a variety of complex office assistance and administrative tasks, providing primary administrative support in a division or department, preparing, and maintaining detailed, complex and / or confidential records and files, preparing complex and specialized reports, assisting the public and performing related work as apparent or assigned. Work is performed under the supervision of the Clerk to the Board of Commissioners.

Essential Functions

• Greets visitors, residents, and customers both internal and external; answers telephone; provides information; forwards calls to appropriate party; assists the public with a wide variety of items and information and directs visitors to appropriate party;
• Distributes mail daily to appropriate locations;
• Prepares a variety of documents, including correspondence, memos, forms, reports, purchase orders, requisitions, contract routing forms, and answers routine correspondence independently;
• Enters a variety of complex data into computer system; gathers and compiles detailed information; prepares a variety of complex and specialized reports and spreadsheets; checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures;
• Maintains daily calendar of appointments for multiple staff; administers the meeting room schedules, and coordinates meetings, appointments, conferences; makes travel and lodging arrangements and assists with event preparation and catering;
• Assists with budget process; processes purchase order request; administers bi-weekly payroll process; codes and reconciles invoices with purchase orders and statements; administers the rental process for the historic courthouse; performs calculations and posts items in accounting software; applies knowledge of policies and ordinances;
• Assists in the preparation and distribution of informational material and weekly updates;
• Prepares and maintains a variety of office files, accounts, and other complex and specialized records; compiles information and verifies data;
• Purchases supplies for employees and department, as well as obtains approval for and enters and tracks purchase orders;
• Operates a variety of standard office equipment, performs light maintenance on photocopy and scanning equipment, and coordinates the maintenance of office equipment and facility needs;
• Manages contract database and execution procedures, maintains and updates web pages, including uploading contracts and resolutions, and specialized data;
• Establishes working relationships with employees, officials, vendors, contractors, and the public;
• Performs other duties as assigned.

Minimum Qualifications

High school diploma or GED with coursework in secretarial science, business administration, or related field and moderate experience in administrative support and office operations, or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities

Physical Requirements

This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking, hearing, handling or feeling and repetitive motions; frequently requires standing, walking and reaching with hands and arms and occasionally requires climbing or balancing, stooping, kneeling, crouching, crawling, pushing, pulling and lifting; work has standard vision requirements; work requires vocal communication to express or exchange ideas orally; work requires hearing to perceive information at normal spoken levels; work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

May require specific certifications and / or licenses. Must possess a valid North Carolina drivers license.

Chatham County is fully committed to equal employment opportunity (EEO) principles and issues this anti-discrimination / EEO compliance clause to support and maintain employees rights and responsibilities relating to equal employment. The core of equal employment opportunity is the right to work and advance on the basis of merit, ability, and potential, free from prejudice or discrimination. In accordance with the applicable anti-discrimination statutes, executive orders, and other authorities, Chatham County protects employees against discrimination, to the fullest extent of law, on the basis of race, color, religion, sex (including pregnancy), national origin, sexual orientation, gender identity, age, disability, genetic information, marital status, political affiliation, whistleblower activity, parental status, and military service (past, present, or future), and against retaliation for participation in EEO activity or opposition to discrimination.