Livingston County was named a 2022 Top Workplace by the Detroit Free Press! Based solely on employee feedback, the Top Workplace title is a badge of honor for the County. With over 700 employees serving within 18 departments, 5 elected offices, and 5 Courts, Livingston County's top priority is providing effective and efficient services that improve the quality of life for all of our residents.

Position Summary:

Under the supervision of an assigned supervisor or department head, performs a full scope of more complex clerical, administrative and records management functions with extensive internal customer service interaction. Required duties include skill in records management, bookkeeping, database and Service desk upkeep, customer service and account maintenance and similar activities. Particular duties will be defined by the scope of assigned department activities and related administrative responsibilities. The assigned work requires a high degree of confidentiality.

Benefits:

• Optional Voluntary 457 Deferred Compensation plan
• Up to $300 annual Wellness reimbursement* & $100 incentive for completing your annual physical & Health Assessment.
• Employee Assistance Program

* Pro-rated based on the DOH

Pay Rate Information:

The Administrative Specialist position is a part-time, non-union position and starting pay is $22.38/hr. This position is eligible for step pay increases within our Grade 5 Non-Union Wage Scale. Work schedule is approximately 20 hours per week.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Operates in a confidential manner while working on sensitive technology projects and sensitive data.
2. Functions as the more senior clerical and administrative assistant to the department supervisors, handling more complex service issues and serving as his/her liaison to other agencies, departments or governments for administrative and data transfer matters.
3. Often assigned to serve as the lead position with responsibility for Service Desk Contract, Vendor, Software and Hardware Inventory Management and Service Desk project management information.
4. Serves as a resource to IT staff assisting with standard office duties and responsibilities. Assists with coordinating department activities, such as tracking work, accounts payable or receivables, processing files or applications, relaying communications, providing customer service, researching information, and providing related support.
5. Generates forms, correspondence, reports, memos, vendor packets, agendas and other similar documents and/or materials.
6. Investigates and resolves receiving and invoicing discrepancies, proactively managing receipt dates. Works to resolve issues regarding lost and damaged products. Manages all aspects of assigned vendors, back-orders, ETA's, RMAs for damaged products and warranty claims. Serves as vendor relations expert
7. May assist with budget management including responsibility for maintaining the office budget, tracking accounts, and monitoring departmental expenditures and assisting with the administrative aspects of budget preparation.
8. Reviews and ensures the accuracy and completeness of records, forms, documents, attachments, data, and other such materials. Develops more complex spreadsheets and data base processes to record and analyze information.
9. Engages in bookkeeping activities ranging from simple postings to reconciling statements, maintaining accounts payable and receivable and reviewing submitted documents for completeness.
10. Assists in providing effective training and education for the department and other County users. Researches and creates training materials and content for software training courses and identifies on-demand training videos.
11. Required to learn specialized data base software to perform the specific duties of the assigned department. Must also be proficient in all applicable Microsoft Suite applications.
12. Will be trained in back-up duty for other work areas.
13. Performs other assigned work as required.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. Administrative Specialist

Requirements include the following:

• High school diploma or GED with supplementary vocational or college-level training in secretarial science, office management or similar instruction and four years of progressively more complex experience in providing clerical and administrative support.
• The County, at its discretion, may consider an alternative combination of formal education and work experience.
• Good leadership skill and the ability to suggest new and improved office techniques as well as quickly grasp the intricacies of administrative systems for the assigned department.
• Strong working knowledge of office procedures, file setup and maintenance, math and bookkeeping principles.
• Skill in effectively communicating assigned areas of responsibility orally and in writing and coordinating the workload of others.
• Strong skills in proofreading, performing arithmetic calculations, maintaining accounts and records and following and suggesting refinements to procedural systems.
• Michigan Vehicle Operator's
• Skill in effectively communicating ideas and concepts orally and in
• Demonstrated project management, and collaborative and customer service
• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors for the County, representatives of other governmental units, professional contacts, elected officials, and the public and
• Ability to assess situations, solve problems, work effectively under stress, within deadlines, and in emergency
• Ability to maintain confidentiality
• Skill in assembling and analyzing data and preparing comprehensive
• Skill in the use of office equipment and technology, including Microsoft Office applications, and the ability to learn the County's financial and management information applications.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for employees required to lift or move objects that exceed this weight.

The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.