Position Description

Position Objective:
The role of the Administrative Specialist is to provide customer service support to staff and the general public and perform administrative work of considerable difficulty. This position has a broad knowledge of their department’s processes, policies and procedures.

Position Functions

Essential Functions:

• Answer incoming calls, respond to basic questions from the public, relay messages, forward calls to appropriate parties and greet public;
• Responsible for voucher preparation and payroll duties including, cost accounting and auditing against payroll policies
• Collect payments by cash, check or credit card and issue receipts and change due to customers
• Assist public with department permits, including general inquiries regarding process and jurisdictional authority, logging permits into appropriate databases and forwarding to staff
• Record retention duties to include filing, general and digital and entering and maintaining data in various systems
• Order and maintain office supplies and equipment including printers, phones, copiers, etc.
• Prepares correspondence, reports, presentations, contracts, legal notices, bidding packets, commission agenda items and other documents for the public and various County and non-County agencies
• Process department claims for accidents, incidents, liability and worker’s compensation as assigned
• Perform related duties as assigned by supervisor
• Maintain compliance with all County policies and procedures

Qualifications

Education And/Or Experience Required:

• Three or more years of experience
• High school diploma or GED certificate and two or more years of college or technical training. A combination of experience and education may be considered
• Must have intermediate knowledge of operation of standard office equipment and computer operations including Microsoft Office, word processing, spreadsheets and databases.
• Basic operation of ESRI’s ArcGIS software preferred.
• Must have a valid driver’s license

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and quantitative productivity standards
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards
• This position frequently remains stationary for long periods of time and needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery such as a calculator, copy machine and printer.
• Must be able to move up to 20 pounds unassisted, and move 40 pounds with assistance. Must be able to communicate clearly and effectively on telephone, in-person and in writing.

Additional Information

Working Environment:

• Most work is performed indoors in an office where noise and interruptions often occur
• May require working in excess of 40 hours per week to meet project deadlines and or attend evening meetings
• Some travel may be required for training and meetings

The role of the Administrative Specialist is to provide customer service support to staff and the general public and perform administrative work of considerable difficulty. This position has a broad knowledge of their department’s processes, policies and procedures. Position Functions Essential Functions:Answer incoming calls, respond to basic questions from the public, relay messages, forward calls to appropriate parties and greet public;Responsible for voucher preparation and payroll duties including, cost accounting and auditing against payroll policies. Collect payments by cash, check or credit card and issue receipts and change due to customers. Assist public with department permits, including general inquiries regarding process and jurisdictional authority, logging permits into appropriate databases and forwarding to staff. Record retention duties to include filing, general and digital and entering and maintaining data in various systems. Order and maintain office supplies and equipment including printers, phones, copiers, etc. Prepares correspondence, reports, presentations, contracts, legal notices, bidding packets, commission agenda items and other documents for the public and various County and non-County agencies. Process department claims for accidents, incidents, liability and worker’s compensation as assigned. Perform related duties as assigned by supervisor. Maintain compliance with all County policies and procedures Qualifications Education And/ Or Experience Required:Three or more years of experience. High school diploma or GED certificate and two or more years of college or technical training. A combination of experience and education may be considered. Must have intermediate knowledge of operation of standard office equipment and computer operations including Microsoft Office, word processing, spreadsheets and databases. Basic operation of ESRI’s ArcGIS software preferred. Must have a valid driver’s license. Physical Requirements:Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and quantitative productivity standards. Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards. This position frequently remains stationary for long periods of time and needs to occasionally move about inside the office to access file cabinets, office machinery, etc. Constantly operates a computer and other office productivity machinery such as a calculator, copy machine and printer. Must be able to move up to 20 pounds unassisted, and move 40 pounds with assistance. Must be able to communicate clearly and effectively on telephone, in-person and in writing. Additional Information Working Environment:Most work is performed indoors in an office where noise and interruptions often occur. May require working in excess of 40 hours per week to meet project deadlines and or attend evening meetings. Some travel may be required for training and meetings

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