Administrative Assistant 2- Lucas County Human Resources

ESSENTIAL FUNCTIONS


* Performs a variety of departmental administrative support duties, including but not limited to: answering a multiline telephone system & routing calls or taking and forwarding messages; greeting & announcing/directing visitors; scheduling meetings for Director and other staff as directed, and managing the Director’s calendar; preparing drafts of correspondence, reports, and other routine and non-routine documents for review by Director, and final documents from hand-written and/or verbal notes, using word processing skills and equipment; creates fillable forms in PDF or other applications; scans & files documents as requested by Director or other department staff (personnel files, central file, etc.).


* Creates draft packets for upcoming personnel actions by the Board of County Commissioners & makes changes as requested by Director; drafts resolutions for personnel actions approved by the Board, makes changes as requested by Director, and submits final copy to the Clerk of the Board; distributes copies of certified resolutions to the appropriate Personnel Officers.


* Organizes & updates the Department’s shared drive or SharePoint of electronic files, documents & forms; research/gathers various related items (policies, position descriptions, evaluations, form letters, etc.) and scans or files into the shared drive as appropriate or directed; maintains office bulletin board with current notices, job postings and required posters as needed.


* Assists Personnel Officers with the recruitment process:  updates Vacancy Log; places ads; answers questions from the general public regarding job openings; schedules interviews; prepares interview packets; schedules/administers skills assessments; checks references/employment history & requests records checks for applicants as directed by Personnel Officers; prepares & sends correspondence to job applicants regarding the status of their application; organizing “new hire” packets for use by Personnel Officers in orientation/onboarding.


* Manages the Department’s records retention schedule, ensuring accuracy, updating records, monitoring activity, and securely following policy.

Implementing and following filing procedures, data retention, and confidentiality rules. 


* Organizing & Storing: sorting, labelling and filing documents (paper & digital), creating folders, managing drives/SharePoint.

Retrieval and access of locating and providing files for colleagues and facilitating information flow for the department.


* Manages the day-to-day operations, support, and user assistance for an online learning platform, handling tasks like course content uploads, assigning training, troubleshooting issues, generating reports for compliance and completion, maintaining documentation.

Testing system to ensure updates occur as needed.

Determine user roles/settings. 


*  Upload training materials, modules, and media; enroll users in courses; and monit...