Administrative Support Specialist

POSITION TITLE: ADMINISTRATIVE SUPPORT (PROGRAM SPECIALIST II #306)

STARTING MONTHLY SALARY: $3,295

Reporting to the Director, provides clerical support to the Director and professional staff of the department. Daily work includes gathering information and responding to inquiries, decision making, interpretation and application of agency and department policies and procedures.

Duties and Responsibilities:

• Provides administrative support to the department/center by finalizing a variety of correspondence, reports, and presentations.
• Organizes and maintains department files.
• Responds to inquiries requiring general knowledge of program operations.
• Assists with department conference planning.
• Schedules appointments.
• Makes travel and meeting arrangements and prepares expense claims.
• Maintains confidentiality for information related to personnel and department claims.
• Maintains and completes Management Information Database Accounting System (MIDAS) functions for the department including maintenance of a tracking system to ensure timely submission of department staff travel requests.
• Responsible for ordering, securing and distributing supplies for department staff.
• Serves as department timekeeper, maintaining and completing department attendance in Human Resources Management System (HRMS.)
• Provides information or assistance to agency staff and the general public concerning department activities.
• Applies general knowledge of agency operations, rules and regulations in explaining or clarifying processes or services available.
• Reads, sorts, and delivers incoming mail.
• Prepares and routes outgoing mail.
• Routes materials to appropriate destinations.
• Copies, collates and assembles documents.
• In coordination with the agency's records management coordinator, serves as department liaison for records management.
• Provides assistance for the Director and staff in the department with special projects.
• Maintains a broad base and general understanding of all department programs and services.
• Performs other duties as assigned.

Required Qualifications:

• High school diploma or equivalent.
• Two years of progressively responsible secretarial or programmatic experience in an office setting involving typing, computer work and/or other specialized training.
• Knowledge of office practices and procedures.
• Knowledge of personal computers and software packages with proficiency in Microsoft Word and Excel.
• Working knowledge of PowerPoint.
• Working knowledge of grammar, spelling and punctuation.
• Excellent communication, organization and interpersonal skills.
• Ability to maintain confidentiality and professionalism.

Preferred Qualifications:

• Some college or technical training.
• Experience coordinating clerical and office procedures for a large department.