JOB SUMMARY

Admin Support II staff provide administrative support to the department's functional teams (Planning Implementation & Outreach, Land Use & Transportation, Analytics & Design, and Administrative Services) and implementation teams focused on the Lancaster County comprehensive plan (called places2040).

This position also assists with communications, meeting support, and digital scanning. Communications tasks include creating, editing, and distributing correspondence, documents, and presentations. Meeting logistics tasks include preparing meeting agendas, attending meetings and taking notes, preparing meeting minutes. Digital scanning involves operating a large-format scanner to scan paper site plans and records and save them as retrievable digital files.

REPORTING RELATIONSHIPS

This position reports to position #500559, Administrative Services Manager.

ESSENTIAL JOB FUNCTIONS

ADMINISTRATIVE SUPPORT - 30%

Maintain calendars for selected department activities.

Provide general administrative support to functional teams and implementation teams.

Provide backup assistance to other administrative staff. Answer the department's phone as needed.

COMMUNICATIONS - 25%

Maintain complete and accurate contact lists for staff teams and outside partners as assigned.

Compose, format, proofread, edit, and distribute printed correspondence, emails, documents, and presentations.

Assist in maintaining the department's website.

Assist the Admin Support III staff member in managing the use of shared office equipment such as computers, projectors, and cameras.

MEETING SUPPORT - 25%

Attend and take notes at assigned public meetings and staff meetings. Prepare draft agendas and minutes and work with planners and the Leadership Team to finalize these items.

Identify meeting dates for groups, collect responses from meeting invitees, and report results to appropriate staff.

Assist the Office Support III staff member and other Admin II staff with logistics and setup for the department's in-person and virtual webinars, meetings, and workshops.

DIGITAL SCANNING - 20%

Scan paper plans and other documents on a large-format digital scanner. Save and organize these digital records in computer files and folders.

OTHER SPECIFIC TASKS OR DUTIES

Occasionally provide on-site support for meetings outside the office, including before and after scheduled office hours.

As assigned by the Leadership Team, perform other duties related to implementing the department's current work program.

Assist in developing and implementing strategies to improve the department's delivery of services, both internally (among other staff) and externally to planning partners and the general public.

Work collaboratively and cooperatively with coworkers and internal teams.

MINIMUM QUALIFICATIONS

Completion of a high school business curriculum and/or training at a business school or college, and two years of clerical experience - or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and ability to perform this job.

KNOWLEDGE, SKILLS AND ABILITIES

COMMUNICATION

Strong verbal and written communication skills.

Strong interpersonal skills.

TECHNICAL SKILLS

Strong organizational ability.

Proficiency with Microsoft Office applications, particularly Outlook, Word, Adobe, and Excel. Familiarity with websites is a plus.

Experience operating office equipment including copiers, scanners, and networked telephones. Familiarity with audiovisual equipment is a plus.

WORK HABITS

Flexibility in adjusting to changes in workload. Ability to prioritize tasks when busy, and willingness to find ways of being productive when assigned tasks are completed.

Commitment to produce high-quality, accurate work.

Ability to work collaboratively on teams and solve problems independently as needed.

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

If willing and able to drive to off-site meetings, a valid driver’s license is required, as well as an acceptable pre-employment driver history check in accordance with county policy.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

Work is primarily sedentary in nature. No special physical demands are required.