Administrative Assistant

Start Date: November 26, 2024 | End Date: December 05, 2024
County: Sagadahoc County
Job Type: Finance, Human Resources

Pay Grade: $23.22/hr
Job Relationship: Responsible to: County Administrator and HR Director
Review and Approval of Work: Through direct observation of activities and reports.
Employee Definition: Full Time Non-Exempt Hours: 40

Job Summary: This position serves as the Administrative Assistant to the Administrator and HR Director for various human resources, safety, and social planning functions, as well as assisting the Administrator with various projects. Duties include the following: weekly payroll, creating personnel files, workers’ compensation, training records and reports; maintaining safety records, ensuring County compliance with State and Federal Safety laws and regulations. This position maintains the online County Calendar and other aspects of the website as assigned. This position will also cross-train on the performance of basic financial operations.

Essential Duties and Responsibilities:
➢ Responsible for preparing onboarding packets, and maintaining all personnel, training, and medical files of employees with utmost confidentiality. Daily filing, assist in personnel file and monthly benefits audits, assist in termination filing and file removal/organizing to maintain compliance with state and federal records retention schedules.
➢ Perform weekly payroll tasks using ADP, clarifying and tracking leave usage across departments, and assisting in training others for efficient payroll execution.
➢ Crosstrain with the Finance Director and Accounts Specialist to cover basic financial operations when either is absent.
➢ Maintain bulletin board postings for federal and state legal requirements, compliances, and public notices such as FMLA notices, State OSHA regs, WC, EOE notices etc.
➢ Responsible for posting of the OSHA 300A report annually per Dept. of Labor requirements.
➢ Handle mail delivery to and retrieval from Courthouse, deliver paychecks to Courthouse.
➢ Order supplies for administration building needs, maintain orderly, appropriately stocked supply closets.
➢ Maintain SDS binders in Admin building and support other offices in doing so as well.
➢ Take minutes or edit automated voice-to-text minutes for all Commissioners’ Meetings and Safety Committee meetings.
➢ Maintain administration portion the County’s website including calendar and job postings.
➢ Assist with the preparation of the County’s annual publications.
➢ Maintain Oath records and other elected official records as necessary.
➢ Special projects assigned by the County Administrator.

This description is not an exhaustive list of duties and responsibilities associated with this position. While this is intended to reflect the current position, management reserves the right to revise these responsibilities or require other or different tasks be performed when circumstances change (i.e., emergencies, changes in personnel, workload, rush jobs, technological development, etc.).

Statute Reference: None

Working Conditions and Job Hazards:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. While performing the duties of this position, the employee is regularly required sit, talk, hear, use hands and fingers operate office equipment. The employee may occasionally walk and stand. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. The noise level is usually moderate.

Specifications/Qualifications:
A. Education requirements: high school or equivalent, with considerable organization skills. Ability to ask questions and learn on one’s own with direction. This is a highly varied and adaptable position with room for considerable expansion of responsibilities if proven capable.
B. Present a professional, courteous and thoughtful demeanor to colleagues and residents; excellent phone communication and reliable attendance is essential.
C. General knowledge of records management; knowledge of computer applications such as spreadsheets, word processing, database, and graphics; familiarity with filing procedures.
D. Skill in operating general office equipment.
E. Skill for finding and using resources for efficient learning of new materials including applications and programs.
F. Attention to detail and ability to prioritize tasks.
G. Ability to communicate effectively both verbally and in writing (superior writing skills essential); and develop rapport with fellow employees, vendors, and community members.

Sagadahoc County is an Equal Opportunity Employer. We pursue and maintain a work environment free of discrimination and harassment. Hiring decisions are based on job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, sexual orientation, gender identity and/or expression, family, marital, civil union or domestic partnership status, past or present military service, or any other status protected by US law or the State of Maine. Fostering diversity and inclusion in our workforce is critical as a provider of essential services, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The job description does not constitute an employment agreement between the employer and the employee.