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JOB TITLE:

Office Supervisor/ Assistant to the Executive Director

JOB CODE:

0972

DEPARTMENT:

Planning Administrative

UNION:

00

FLSA STATUS:

Exempt

GRADE:

 


POSITION SUMMARY:

Responsible for the operation and management of the administrative section. Assists executive director in setting departmental policy. Performs clerical and administrative duties including various types of composition and handling of confidential information.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

  • Responsible for overall supervision and daily operation of administrative staff section, including hiring recommendations and training personnel, assigning and overseeing projects and duties, and library maintenance.
  • Takes and transcribes meeting minutes; schedules appointments, engagements, and meetings for executive director; types and composes correspondence; files; screens and refers telephone calls; organizes projects; operates office equipment as required.
  • Assists executive director in the preparation of department operating budget and in developing recommendations.
  • Coordinates personnel administration: monitors staff attendance, payroll functions and assists with development of departmental policy.
  • Manages contract invoicing, accounts payable, accounts receivable, purchasing, and bookkeeping records.
  • Reviews, formats, edits, and produces various department documents and presentations using desktop publishing and other software applications.
  • Develops and maintains spreadsheets and databases that include calculations, charts, and/or graphs.
  • May assume overall responsibility for operation of the department in absence of the executive director.
  • Attends meetings and assists the public as required.
  • Oversees building and departmental maintenance requirements.
  • Performs similar or related duties as required.

QUALIFICATIONS REQUIRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Qualification Requirements include demonstrated ability to perform all of the Essential Duties and Responsibilities listed above.
  • Bachelor's Degree or equivalent combination of experience and training including supervisory/management of staff in a public or private organization and business English, spelling and math.
  • Skill in typing at high rate of speed.
  • Must be proficient in Microsoft Office Word, Excel, Outlook, PowerPoint, and Publisher. Working knowledge of Lawson/Infor ERP, Access, and Adobe Acrobat Professional software.
  • Ability to introduce and implement innovative ideas, be highly organized with ability to multitask and meet changing deadlines.
  • Must be able to work without direction with attention to detail and high degree of accuracy.
  • Must maintain staff confidentiality.
  • Experience in the operation of office equipment.

Position: Office Supervisor/Assistant to Executive Director

Functional Requirements:

Physical Demands: (Check all that apply)

Balancing

X


Stooping

X


Pushing

X

Climbing

X

Crouching

X

Pulling

X

Crawling

X

Kneeling

X

Handling

X

Standing

X

Sitting

X

Talking

X

Turning

X

Reaching

X

Hearing

X

Seeing

X

Color Vision

X

Depth Perception

X

Mobility

X


Lifting: (Check one)

Carrying: (Check one)

X

A) Light

(20-25 lbs)


X

A) Light

(10-25 lbs)


B) Medium

(25-50 lbs)


B) Medium

(25-50 lbs)


C) Heavy

(50-100 lbs)


C) Heavy

(50-100 lbs)


D) Very Heavy

(over 100 lbs)


D) Very Heavy

(over 100 lbs)

Aptitudes: (Check all that apply)

Form perception

X


Problem solving

X

Motor coordination

X

Working speed (ex.wpm)

X

Finger dexterity

X

Manual dexterity

X

Computer/VDT ability

X

General learning ability

X

Clerical perception

X


Environmental Conditions: (Check all that apply)

Extreme cold



Extreme heat


Temperature changes


Wet conditions


Humid conditions


Exposure to fumes


Exposure to blood and body fluids


Noise and vibration


Exposure to chemicals


Poor ventilation


Inclement weather conditions;

Inside/outside weather conditions

X


Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CLICK HERE TO APPLY NOW

Human Resources - Bucks County Courthouse Complex
50 North Main Street Doylestown, PA 18901
Monday through Friday 8:00 am to 5:00 pm
Phone: 215-348-6546

Neshaminy Manor
1660 Easton Road Warrington, PA. 18976
Monday through Friday 8:30 am to 4:30 pm
Phone: 215-345-3205

The County of Bucks is an Equal Opportunity Employer and has an EEO Utilization Report that is available through the Human Resources office or online.  Click Here for the Bucks County EEO Utilization Report.