Administrative Specialist

Position Overview

Full performance level in secretarial and assistant occupations under direction of manager requiring considerable knowledge of clerical and administrative procedures to perform complex secretarial support and assist manager and subordinate staff of manager in administrative tasks and management of office functions. Performs the material and substantial duties of the classification more than 50% of the time.

Summary of Job Duties

Performs complex secretarial/assistant duties as support to manager; uses broad spectrum of automated office systems to perform tasks including production of typed copy of routine and confidential correspondence and reports; proofreads material for accuracy and completeness including correction of grammar, punctuation and spelling; maintains confidential files; maintains calendar; makes travel arrangements as required; takes minutes of meetings; prepares personnel/payroll timesheets/reports/forms as required; handles sensitive telephone calls and channels calls to appropriate parties for response; organizes/coordinates preparation, support and follow-up details for meetings and conferences; coordinates acquisition and maintenance of office equipment; assists with projects including research, compilation and finalization as assigned; prepares/processes invoices and purchase orders; maintains various databases of information as required.

Performs administrative tasks; provides explanations – orally and/or in writing – of activities in assigned area and standard interpretation or information about assigned area's policies and procedures; composes routine correspondence and reports, prepares and maintains fiscal, operational and personnel records by gathering statistics and monitoring spending of assigned area; communicates manager's decisions, directives and/or assignments to appropriate staff; acts as liaison between manager and other departments/entities.

Performs clerical tasks such as receiving, opening, logging and distributing incoming mail; answers phone and screens calls, greets and directs visitors; maintains inventory of general office supplies and orders as needed; maintains files and retrieves information for assigned area; prepares routine forms; prepares records retention, disposal schedules and arranges for record transfers.

(Performs Related Duties as Required)

Minimum Qualifications and Requirements

High school graduate or equivalent and three (3) years of clerical/secretarial experience with a minimum of one (1) year at a level requiring proficiency in office software applications -OR- Associate Degree in Business Management or the Secretarial Sciences and one (1) year of clerical/secretarial experience, requiring proficiency in office software applications -OR- alternative, equivalent evidence of the minimum class requirements.

Supplemental Information

Position may require certified notary public within 6 months of hire or notice of requirement.