Position Summary: Under the supervision of the Department Head, the Administrative Specialist performs responsible bookkeeping and clerical duties. The employee in this position is responsible for specific phases of office operations and performs administrative duties. The Administrative Specialist is assigned duties to serve the public and assist the Department Head. Compiles and maintains records of business transactions and office activities of establishment, performing variety of following or similar clerical duties and utilizing knowledge of systems or procedures: Copies data and compiles records and reports. Tabulates and posts data in record books. Computes wages, taxes, premiums, commissions, and payments. Gives information to and interviews customers, claimants, employees, and sales personnel. May receive, count, and pay out cash. Prepares, issues, and sends out receipts, bills, policies, invoices, statements, and checks. Operates computer and other office equipment to complete assignments. This group includes occupations which require knowledge of bookkeeping principles, statistical analysis, technical computer skills, and which are concerned with classifying, recording, and summarizing numerical data and with making computations to compile and keep financial records. Included in this group are occupations involving use of computers to maintain aggregated financial records, such as ledgers and general ledgers, and to compile financial reports.

Examples of Work (Essential Functions):

• Creates any forms necessary for business;
• Maintains all office files and correspondences;
• Monitors office supplies and orders as necessary;
• Performs work on special projects;
• Prepares payment vouchers for all bills and statements received;
• Provides support to reception desk as needed;
• Enters data in to electronic health record/clinic management system;
• Communicates with insurance companies to resolve billing issues;
• Computes wages, taxes, premiums, commissions, and payments;
• Schedules meetings, business trips, and makes travel arrangements;
• Screens citizens’ phone calls and requests for appointments;
• Provides support as needed to staff and Director;
• Types, copies and distributes memorandums, letters and reports;
• Performs other duties as deemed necessary or as required

Examples of Work (Essential Functions):

• None. 

Certificate, License: None.

Required Education and/or Experience: Two years related experience, High School Diploma or G.E.D.; or Associate’s degree; or equivalent combination of education and experience.

Employee is expected to have acquired the necessary information and skills to perform the job reasonably well after six months in the position. Secretarial, clerical and computer experience.

Preferred Education and/or Experience: Three years related experience, High School Diploma or G.E.D.; or Associate’s degree and one year experience; or an equivalent combination of education and experience. Degree in computer programs, business, health administration, or closely related field.

Abilities, Knowledge, Skills:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals;
• Ability to analyze information and prepare reports;
• Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form;
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs;
• Ability to deal with problems involving several concrete variables in standardized situations;
• Ability to express or exchange ideas by means of communication; conveying and receiving detailed or important instructions and information to and from other workers and the general public;
• Ability to operate a computer, typewriter, calculator, and other related office equipment;
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals;
• Ability to receive, interpret, and follow oral and/or written instructions;
• Ability to reliably and predictably carry out duties;
• Ability to speak effectively before groups of customers or employees of an organization;
• Ability to write routine reports and correspondence;
• Knowledge of business English, proofreading, office practices and procedures, accounting procedures, computer applications and report preparation;
• Knowledge of medical billing and coding and insurance requirements;
• Knowledge of word processing and spreadsheet computer programs.

Problem Solving: Problem solving is a factor in this position. Problems include understanding annual budgets and data entry.

Decision Making: Decision-making is a factor in this position. Decisions include minor determinations of personnel matters.

Accountability: Employee is not responsible for budgetary control of the department and does not participate in the budget process.

Supervision: Supervision is provided and job related decisions are occasionally reviewed by the Department Head. Employee has no supervisory responsibility over subordinate personnel.

Personal Relationships: Continual contact with other county departments and with the general public.

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is not regularly exposed to adverse conditions. The employee will be exposed to sick and ill patients who may have an infection disease and be very upset. The noise level in the work environment is usually moderate.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit; use hands to finger, grasp, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. Lifting, moving, pushing or pulling up to 10 pounds does not generally occur. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus. Heavy computer data entry. 

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all essential functions, marginal functions, responsibilities, duties, and skills required of personnel so classified in this position.