Office Administrator - County of Chester, PA : Job Details

Salary: $53,009.32 AnnuallyLocation : 313 W Market Street - West Chester, PAJob Type: Full Time, ExemptJob Number: 03335Department: FacilitiesDivision: Facilities Management - AdminOpening Date: 11/26/2024Closing Date: ContinuousWeekly Hours: 35Shift: 8:30am-4:30pmSummary The Office Administrator supervises office support staff and coordinates department services such as personnel administration, budget preparation and tracking, fiscal affairs, equipment utilization, record control, reception, uniforms program, and department fleet administration, and provides support services to department managers, office and maintenance staff. The position is also responsible for coordinating county-wide shared services such as the parking program, ID badging, facility reservations and use, support for special County events, and inter-departmental coordination related to departmental projects and activities.A criminal background check is required. Essential Duties Essential Duties, Tasks and Accountabilities:

• Oversee and schedule support staff.
• Conduct research and compile reports as needed by the Director and Deputy Director
• Coordinate and manage workload distribution for support staff and part-time office help.
• Prepare all personnel transactions: timekeeping reporting and approvals, new hires, terminations, leaves of absence, reclassifications, etc.; Maintain department personnel records, schedule candidate interviews. (understanding of County Human Resource guidelines); Maintain personnel background checks documents and notify management of non-compliance
• Oversee administration of department related websites; communication and marketing of department services
• Maintain 'critical incidence' documents
• Provide administrative support such as word processing, creating and updating Excel spreadsheets, preparing PowerPoint presentations
• Develop all department written process descriptions and provide cross training to supervised staff
• Organize and maintain department's filing system including drawing files - making location available to all department personnel.
• Register staff for workshops/trainings/ etc.
• Schedule and prepare minutes of management coordination meetings. Provide monthly project lists, noting project manager assigned.
• Oversee staff handling calendar scheduling for conference rooms. Create room reservations for departments throughout the county; noting meeting organizer, special room set up and AV needs in reservation.
• Provide general office management duties, other projects as assigned
• Oversee assistance / data entry for Maximo work orders
• Act as 'event coordinator' for outside user groups at the HCH, including creating bills to users for security and mechanical support.
• Act as liaison to DCIS for all cell phone and computer ordering and changes
• Schedule, organize and host meetings using Zoom, WebEx and other online meeting platforms.
• Support bridge documentations with appropriate cover letters.
• Responsible for internal administrative duties as they pertain to special events and communications to ensure that they are within budget and scope.
• Develop, design and maintain the department's information on WebCC and Chesco websites to ensure the information is timely and up to date. Monitor website usage and other websites for accuracy of information.
• Develop and modify publications, forms, maps, signage, newsletters, etc.
• Provide assistance, as needed, for other special events through the Commissioners, partnerships, expos and presentations, and so forth.
• Provide coordination of the shared services area of the department to include ID badges, parking program, facility reservations and use, support for special County events, and inter-departmental coordination related to departmental projects and activities
• Provide department services to include reception, department fleet administration, uniforms program, administrative support to office and maintenance staff, and other office management tasks.
• Provide leadership and support for events, staff projects, department Continuity of Operations Plan, and strategic plan process.
• Perform other duties, tasks and special projects, as required.

Qualifications/Preferred Skills, Knowledge & Experience Qualifications / Requirements:

• Associate's degree or equivalent combination of education and experience.
• At least four years of support services experience.
• Strong technical, writing and analytical skills.
• Excellent verbal and written communication skills.
• Experience generating and comprehending reports
• Strong interpersonal skills.
• Accurate and detail-oriented.
• Ability to multitask and provide attention to details and deadlines.
• Excellent organizational skills.
• Ability to interface with all levels of staff, county management, and other departments.
• Ability to work independently and proceed with objectives.
• Ability to work as part of a team.
• Ability to maintain confidential information and handle confidential matters.
• A valid driver's license is required.

Preferred Skills, Knowledge & Experience:

• Experience with print media and production.
• Experience coordinating programs of various size
• Experience tracking budgets.
• Ability to project a flexible and positive attitude when working with other departments, agencies and staff.
• Strong project management skills.
• Strong time management skills.
• Ability to establish priorities.
• Strong professional ethics.
• Ability to handle and resolve recurring problems.
• Able to carry tasks to completion.
• Flexibility.
• Demonstrated experience and knowledge with website design and maintenance, brochures and associated printed materials.
• General knowledge and understanding of County of Chester policies and procedures

Additional Information Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy.Computer Skills:To perform this job successfully, an individual should have:

• Intermediate Word skills
• Intermediate Excel skills
• Basic PowerPoint skills
• Intermediate OutLook skills (Email and Calendar)
• Intermediate Internet research skills
• Experience working with online virtual meeting platforms (Zoom, WebEx, etc.)
• Experience working with Microsoft Front Page
• Experience working with Microsoft Publisher
• Experience working with Adobe Acrobat, Illustrator
• Experience working with CivicPlus/HTML (web software)

The County of Chester offers comprehensive benefits to our employees. 01 What is your highest level of education?

• No formal Education
• High School Diploma or GED
• Associates Degree
• Bachelors Degree
• Masters Degree
• Doctorate or higher (includes Juris Doctorate and Medical Doctorate)

02 How many years of job-related experience do you have?

• None
• less than 1
• 1+
• 2+
• 3+
• 4+
• 5+
• 6+
• 7+
• 8+
• 9+

03 Do you have a current and valid driver's license?

• Yes
• No

Required Question