Office Administrator - Commission

Job Summary Work involves administrative support to the County Manager, Deputy County Manager and Commission as needed.

This position involves the review of bids and other purchasing activities for placement on the Commission Agenda, preparation of Commission Agenda and Minutes and provides support for applicable laws associated Open Meeting Laws and State Bid laws to others within the organization, and timely posting of agenda and approved minutes.

* Assists County Manager, Deputy County Manager, and other departments with special projects as needed.

* Gathers insurance claim information, reports and file claims to county insurance provider and outside providers.

* Prepares and manages the Shelby County Commission social media information.

* Manages bid postings through the online software.

Administrates and assists the County Manager with all bid openings, reporting bid results to the departments or County Manager with recommendation for award when needed.

Prepares the agenda resolutions associated with the award for approval by the County Manager and County Commission.

* Trains and assists the Chief Financial Officer with the training of others internally on State of Alabama Bid and Public Works Laws and eBid.

* Provides bid files and information to the State Examiners as requested for audit purposes.

* Performs clerical activities using Microsoft Office Suite of software such as Outlook, Word, Excel, Power Point and Visio.

* Receives and manages responses from Freedom of Information Act requests in a timely manner.

* Performs and researches County Commission Minutes and other historical document sources as needed.

* Tracks proper record retention.

* Maintains a data base of correspondence, contracts, property records, etc.

housed in the County Manager's Office.

* Addresses special projects as requested by the County Manager and other staff.

* Coordinates large events or meetings.

* Assists the County Attorney as needed with research or assembly of data.

* Supports and assists with of advertisements as needed.

* Receives indigent burial requests and makes recommendations for support.

* Prepares insurance applications.

Gathers employee statements, photo, reports, etc.

and filing insurance claims.

* Performs varied clerical office functions such as word-processing, filing and telephone work as needed.

* Maintains General Government inventory.

* Receives and answers questions from visitors; receives sales calls and vendors.

* Serves as first line contact with citizens, salesmen, contractors, etc.

concerning policies, procedures, information and guidelines with regard to county operations; receives complaints from public when the County Manager is unavailable.

* Assists County Manager's calendar, notifies and schedules the county Commission for various events.

* Maintains follow-up and department files.

* Assists County manager with budget spreadsheets as needed.

* Open bids, corresponds with vendors and departments concerning bids, researches state laws, make recommendations to Commission or department for bid award as needed.

* Maintains bid files, Commission records, and other documents that establish and maintain the record history of the Commission.

* Coordinates equipment and major furniture purchases for government offices; meets with salespersons; receives and analyzes information; receives quotes as needed for purchases.

* Makes recommendations to County Manager based on data received.

* Receives inquiries from contractors and vendors regarding payment.

* Prepares Commission meeting agendas.

* Attends all Commission meeting and prepares minutes of the meetings for public records.

* Maintains Commission minute books.

* Notifies media of all Commission, work sessions and committee meeting.

* Acts as communicator and coordinator between County Manager, vendors and county departments.

* Performs clerical duties and scheduling for elected officials upon request.

* Provides information to the general public.

* Receives money for copies of public documents.

* Performs all duties in a safe and efficient manner.

* Performs all other duties as assigned by supervision.

Qualifications and Requirements MINIMUM REQUIREMENTS * Associate Degree or a combination of a high school diploma or GED and job related experience.

* Five or more years experience providing clerical, administrative, or business support for a department or division, preferably working in an area relating to the respective department.

* Proficiency in social media postings, MS Office software, and other similar technology.

* Experience in bookkeeping and computerized accrual general accounting practices and procedures.