Administrative Support Specialist IV - Baldwin County Commission

About the position

Responsibilities

• Assist with agenda management including reviewing agenda items and related documents.
• Compile and publish meeting agendas and minutes, ensuring organization and accuracy.
• Record proceedings for meetings, take dictation/notes, and transcribe and proofread meeting minutes and related documents.
• Upload and publish documents to internal/external libraries, maintaining timelines and organization.
• Provide assistance and guidance to other County departments regarding agenda review and submission processes.
• Schedule and organize meetings and public hearings, including pre and post meeting preparation work.
• Develop training materials and train staff on agenda drafting/submittal procedures and agenda software usage.
• Perform various administrative and secretarial duties for the Commission, including maintaining calendars and scheduling.
• Prepare and review agenda items, correspondence, reports, contracts, resolutions, and other documents.
• Coordinate public hearings and newspaper advertisements.
• Maintain a filing system for incoming/outgoing correspondence and documentation.
• Conduct research as directed and assist with the application process for county alcohol licenses.
• Assist with public notices and information distribution to the public and media.
• Scan, copy, upload, archive, and file documents, maintaining a proper document filing system.
• Greet visitors, provide assistance, and ensure comfort while they wait.
• Answer incoming calls and relay detailed information/messages accurately.
• Provide information to general inquiries and assist the public with problems and complaints.

Requirements

• Minimum of five (5) years of experience in administrative/secretarial related work.
• High school diploma or equivalent.
• Valid driver's license.
• Certified Notary Public in the State of Alabama (must be bondable).
• Strong interpersonal and communication skills (both written and verbal).
• Ability to take dictation and type a minimum of fifty (50) words per minute.
• Knowledge of general office practices, procedures, equipment, and software (Microsoft Office, Adobe, email).
• Ability to multitask and perform under stress of multiple deadlines.

Nice-to-haves

• Knowledge of basic high school mathematics and bookkeeping procedures.
• Familiarity with agenda management software.

Benefits

• Full-time position with a competitive hourly wage of \$21.54.
• Opportunity for professional development and training.