Administrative Assistant II
West Chester, PA West Chester, PA Full-time Full-time $59,721 a year $59,721 a year 7 days ago 7 days ago 7 days ago Summary The Juvenile Probation Department has an opening for an Administrative Assistant II.
This position provides assistance to the Director and Deputy Directors of the department in the performance of support functions to ensure that administrative operations are carried out in an effective and efficient manner.
This position will coordinate office services such as personnel, payroll, hiring functions, office management functions, and provide supervision of the front desk and administrative support positions.
The Assistant Administrator II provides administrative assistance to the Director in the performance of support functions to ensure that administrative operations are carried out in an effective and efficient manner.
This position will coordinate office services such as personnel, budget preparation and control, fiscal affairs, equipment utilization and special management studies.
Essential Duties Manage long- and short-term projects as assigned by the Director.
Prepare and maintain financial vouchers and purchase requisitions utilizing Peoplesoft software for payment/procurement of goods and services.
Issue purchase orders, and ensure that goods are received and payment made.
Administer all financial components of awarded grants.
Prepare financial data to support grant applications.
Represent Juvenile Probation in administrative meetings.
Support the Director's activities through correspondence, memoranda, e-mail, telephone calls, faxes and reports.
Study management methods in order to improve the effectiveness and efficiency of workflow and reporting procedures.
Identify administrative needs and develop appropriate solutions or recommendations.
Analyze procedures and workflow for programs and recommend improvements in areas such as purchasing, accounting, budget development and administration.
Administer personnel transactions and processing.
Assist with prospective applicant interviews.
Responsible for the daily routine fiscal operations of the agency under the supervision of the Director, which includes the completion of fiscal reports on a monthly, quarterly and yearly basis.
Prepare the yearly budget in conjunction with the Director.
Review and analyze budget reports.
Develop and prepare budget modifications and recommendations.
Approve office supply orders, ensuring accuracy and validity of the budget check process.
Assist with the use and training of Peoplesoft requisitions.
Obtain quotes for office supplies, place orders, receive goods and arrange for delivery to appropriate office.
Manage direct services such as computer and office equipment repair and maintenance.
Implement capital budget purchases through investigation of needs and communication with vendors; obtain proposals, place orders, follow up with vendors and ensure delivery.
Design, implement and monitor the management data storage and retrieval system.
Perform other duties, tasks and special projects, as required.
Qualifications/Preferred Skills, Knowledge & Experience Bachelor's degree from an accredited college or university, or equivalent combination of education and experience.
Seven years of job-related experience.
Contract management and auditing experience.
Ability to pass Criminal History check.
Ability to pass Child Abuse clearance.
Ability to interface effectively with all levels of County management.
Working knowledge of fiscal planning, balance sheets, etc.
Accurate and detail oriented.
Advanced organizational skills.
Knowledge of accounting and budgeting principles.
General understanding of Human Resource guidelines (FMLA, FLSA, employment guidelines, etc.
).
Excellent verbal and written communication skills.
Intermediate skill to use a personal computer and various software packages.
Strong customer service experience.
Ability to work independently and proceed with objectives.
Ability to maintain confidential information and handle confidential matters.
Ability to work as part of a team.
Preferred Skills:
Experience in a progressively responsible and varied office management position.
Three years of supervisory experience.
Strong negotiation skills.
Strong professional ethics.
Ability to follow office protocols.
Able to use common sense understanding to carry out written or verbal instructions.
Ability to handle and resolve recurring problems.
Strong time management skills.
Ability to establish priorities (remain focused on daily operations).
Able to carry tasks to completion.
Advanced interpersonal skills.
Ability to multi-task.
General knowledge and understanding of County of Chester policies and procedures.
General knowledge and understanding of Juvenile Probation policies and procedures.
Additional Information To perform this job successfully, an individual should have:
Intermediate to Advanced Word skills Intermediate Excel skills Intermediate Access skills Intermediate PowerPoint skills Basic OutLook skills (Email and Calendar) Basic Court System software skills PeopleSoft skills or the ability to learn PeopleSoft.
Estimated Salary: $20 to $28 per hour based on qualifications.
This position provides assistance to the Director and Deputy Directors of the department in the performance of support functions to ensure that administrative operations are carried out in an effective and efficient manner.
This position will coordinate office services such as personnel, payroll, hiring functions, office management functions, and provide supervision of the front desk and administrative support positions.
The Assistant Administrator II provides administrative assistance to the Director in the performance of support functions to ensure that administrative operations are carried out in an effective and efficient manner.
This position will coordinate office services such as personnel, budget preparation and control, fiscal affairs, equipment utilization and special management studies.
Essential Duties Manage long- and short-term projects as assigned by the Director.
Prepare and maintain financial vouchers and purchase requisitions utilizing Peoplesoft software for payment/procurement of goods and services.
Issue purchase orders, and ensure that goods are received and payment made.
Administer all financial components of awarded grants.
Prepare financial data to support grant applications.
Represent Juvenile Probation in administrative meetings.
Support the Director's activities through correspondence, memoranda, e-mail, telephone calls, faxes and reports.
Study management methods in order to improve the effectiveness and efficiency of workflow and reporting procedures.
Identify administrative needs and develop appropriate solutions or recommendations.
Analyze procedures and workflow for programs and recommend improvements in areas such as purchasing, accounting, budget development and administration.
Administer personnel transactions and processing.
Assist with prospective applicant interviews.
Responsible for the daily routine fiscal operations of the agency under the supervision of the Director, which includes the completion of fiscal reports on a monthly, quarterly and yearly basis.
Prepare the yearly budget in conjunction with the Director.
Review and analyze budget reports.
Develop and prepare budget modifications and recommendations.
Approve office supply orders, ensuring accuracy and validity of the budget check process.
Assist with the use and training of Peoplesoft requisitions.
Obtain quotes for office supplies, place orders, receive goods and arrange for delivery to appropriate office.
Manage direct services such as computer and office equipment repair and maintenance.
Implement capital budget purchases through investigation of needs and communication with vendors; obtain proposals, place orders, follow up with vendors and ensure delivery.
Design, implement and monitor the management data storage and retrieval system.
Perform other duties, tasks and special projects, as required.
Qualifications/Preferred Skills, Knowledge & Experience Bachelor's degree from an accredited college or university, or equivalent combination of education and experience.
Seven years of job-related experience.
Contract management and auditing experience.
Ability to pass Criminal History check.
Ability to pass Child Abuse clearance.
Ability to interface effectively with all levels of County management.
Working knowledge of fiscal planning, balance sheets, etc.
Accurate and detail oriented.
Advanced organizational skills.
Knowledge of accounting and budgeting principles.
General understanding of Human Resource guidelines (FMLA, FLSA, employment guidelines, etc.
).
Excellent verbal and written communication skills.
Intermediate skill to use a personal computer and various software packages.
Strong customer service experience.
Ability to work independently and proceed with objectives.
Ability to maintain confidential information and handle confidential matters.
Ability to work as part of a team.
Preferred Skills:
Experience in a progressively responsible and varied office management position.
Three years of supervisory experience.
Strong negotiation skills.
Strong professional ethics.
Ability to follow office protocols.
Able to use common sense understanding to carry out written or verbal instructions.
Ability to handle and resolve recurring problems.
Strong time management skills.
Ability to establish priorities (remain focused on daily operations).
Able to carry tasks to completion.
Advanced interpersonal skills.
Ability to multi-task.
General knowledge and understanding of County of Chester policies and procedures.
General knowledge and understanding of Juvenile Probation policies and procedures.
Additional Information To perform this job successfully, an individual should have:
Intermediate to Advanced Word skills Intermediate Excel skills Intermediate Access skills Intermediate PowerPoint skills Basic OutLook skills (Email and Calendar) Basic Court System software skills PeopleSoft skills or the ability to learn PeopleSoft.
Estimated Salary: $20 to $28 per hour based on qualifications.
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