Administrative Specialist

BASIC FUNCTION

The Administrative Specialist will be primarily responsible for the administrative functions of the Office of the Public Advocate including intaking constituent inquiries, budgeting, reporting, public records, and records management. The specialist will also support the Public Advocate by interacting with the public (in person, on the phone, and by email), keeping information in strict confidence, writing memoranda, and creating and maintaining information logs.

Other general and administrative duties may be assigned.

The position is full time, in person position on the main campus. The successful candidate will have better than average skills with Excel and Dynamics, a willingness to learn, initiative, an ability to work independently, excellent communication skills, a team and customer service orientation. The administrative specialist will join the Public Advocate in an inclusive, collegial, and collaborative office devoted to serving the public.

A candidate with the ability to speak a second language is strongly preferred.

• Develops and maintains manual and computerized financial management systems; assesses computer hardware and software requirements and makes recommendations as appropriate; coordinates computer related matters with department systems personnel and Department of Information Services; develops and maintains graphics for county code publication on the internet as required; assists with equipment procurement; participates in developing and implementing strategies for paperless agenda objective.
• Supervises or personally prepares financial data and reports necessary for the development and maintenance of the department/division annual budget; regularly monitors revenue and expense data of assigned operations; coordinates accounting activities with other departments to ensure proper documentation, tracking, and accounting of financial transactions; prepares correspondence and supporting documents for budget transfers, supplemental and emergency appropriation requests.
• Provides technical guidance and training to division and department leaders and grant program coordinator in use of financial data for budget development and maintenance, payroll, employee time records, acquisition of equipment, supplies and services; assists in the administration of county personnel practices and procedures; assures compliance with applicable department, county, state and federal policies and procedures.
• May plan, organize, coordinate and supervise the work of secretarial and/or office subordinates; may participate in and make recommendations concerning the hiring, discipline, transfer and termination of employees; may advise, assist, train and evaluate employees as necessary.
• Supervises the preparation of or personally prepares and maintains all employee time records and payroll information.
• Maintains department equipment inventory; develops and maintains acquisition and replacement schedule; develops forms and procedures for use in obligation of budgeted funds, purchases of supplies and equipment and requests for services.
• Develops and maintains a department space allocation and facilities plan.
• Prepares detailed reports and conducts auditing procedures including deposits, sales, taxes, and balance sheets.
• Oversees retention and storage system for all financial records and official department documents as assigned.
• Recommends and implements operational efficiency methods; undertakes research and analysis projects as directed.
• May work with staff and management team members on a regular basis to develop programs, plan and coordinate events, create efficiencies in overall operation of the facilities and administration.

• Performs related duties as required.

A Bachelor's degree; PLUS, two (2) years experience in office/operations management; OR, any equivalent combination of training and/or experience that provides the required knowledge and abilities. Must pass job related tests.

A valid Washington State Driver's License may be required.

• practices, methods and procedures of government accounting,…