Summary

The Administrative Specialist will answer and make calls, supply information and referrals (must have good understanding of community and Human Services Department services), assist walk-ins and administer visiting area functions for Aging, Children Youth & Families, Human Services, Drug & Alcohol, Mental Health/IDD, CCIS and the Youth Center, as needed. The Administrative Specialist provides administrative support to the various Human Services departments to include, but not be limited to, spreadsheet and database management, coordinating meetings and trainings, copying, compiling records and reports, filing, typing, handling mail, ordering supplies, creating departmental publications, and completes various special projects, for example, interview customers/clients, schedule appointments, and so forth.
Bilingual applicants encouraged to apply.
A person in this position is expected to demonstrate the system of care practice model, which maximizes all resources around an individual or family. The system of care includes child and adult serving agencies and community partners that join with an individual or family to meet their goals.
A criminal background check is required.

Essential Duties

• Assist callers requesting information via telephone and referral calls. (This includes County staff as well as knowledge of and referrals to community resources; use Propio, as needed, to assist callers; must be able to efficiently route a caller to the appropriate staff member.)
• Oversee the department's visiting area and assist walk-in consumers with on-line and paper applications as well as interpretation of letters and forms, etc. (Spanish/English).
• Sort, log and deliver incoming mail by department.
• Must be proficient in and able to maintain the ReferWeb I&R database.
• Provide backup for other office support positions as needed.
• Provide secretarial support to administrative staff as needed.
• Type letters, memoranda, briefs, meeting minutes, legal documents, contracts, forms (including graphics) and other reports.
• Monitor and distribute incoming faxes, mail and requests for information.
• Operate and maintain office equipment.
• Perform other duties and office functions, as required (e.g., data entry and/or use software to search for resources, attend/facilitate meetings, etc.).
• Complete special projects as required by the requesting departments within specific parameters and within specific deadlines (i.e., coordinate Food Bank contract renewals annually, update/revise department directories, create mailings using mail merge, etc.).
• Coordinate all logistics for training programs/classes to include room scheduling, training attendance, copying, flyers, setting up equipment and so forth.
• Scan documents using enterprise-wide Image Now programming.
• Maintain databases, logs and spreadsheets.
• Maintain the filing system and ensure that all filing is completed accurately and with defined timeframes.
• Assist in the maintenance/supply of the packets system: ensure all documents, forms and information contained in the packets are current.
• Create and maintain departmental publications and replenish resource pamphlets for community residents.
• Prepare/oversee work of CHAAMP/PAAL students and community volunteer.
• Order supplies and maintain supply room.

Qualifications/Preferred Skills, Knowledge & Experience

Qualifications / Requirements:

• High School Diploma or General Education Degree (GED).
• At least one year of general office experience.
• Excellent verbal and written communication skills.
• Departmental subject matter expert.
• Ability to multi-task, be self directed and display independent thinking as needed.
• Strong computer skills.
• Excellent time management and organizational skills.
• Ability to work independently and as part of a team.
• Intermediate skills using a personal computer and various software packages.
• Strong typing skills.
• Able to use standard office machines (fax, copier, calculator, paper shredder, scanning machines, etc.).
• Strong interpersonal skills.
• Strong grammar and spelling skills.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Flexible, creative and able to take the initiative.

• Associate's degree with courses in Office Administration or equivalent combination of education and experience.
• One year of office experience with multiple tasks.
• Bilingual (English/Spanish)
• Excellent customer service skills.
• Ability to establish priorities and carry tasks to completion.
• Ability to handle and resolve recurring problems.
• Accurate and detail oriented.
• Ability to follow office protocol.
• Ability to use common sense understanding to carry out written or verbal instructions.
• Strong knowledge of County policies and procedures.

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy.
Computer Skills:
To perform this job successfully, an individual should have:

• Intermediate Word skills
• Intermediate Excel skills
• Basic Access skills
• Intermediate PowerPoint skills
• Intermediate Outlook skills (Email and Calendar)
• Intermediate Internet skills (for research purposes)
• PeopleSoft skills or the ability to learn PeopleSoft
• Ability to learn, manage and use various state-created database systems for the departments (e.g., CCAPS, HCSIS, Pelican, etc.).