Part-Time Administrative Specialist II

Overview

The Administrative Specialist will be responsible for providing specialized administrative support for the department or division.

• Serve as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interact with various officials and dignitaries involving sensitive client relations; convey information among division/department personnel; circulate documentation to appropriate departments.
• Distribute documentation between department/staff members and internal/external individuals/agencies; operate fax machine to send/receive documentation; distribute/deliver incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sort, organize, open, and/or distribute incoming mail; sign for incoming packages and deliver to appropriate personnel; process outgoing mail; copy and distribute forms, reports, correspondence, schedules, agendas, or other documentation.
• Type, prepare, proofread, and/or complete various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.
• Provide administrative/secretarial support for management and/or staff of the assigned department/division: relieve management staff of routine administrative tasks; screen telephone calls, mail, e-mail, and other communications and initiate appropriate action/response; record and transcribe dictation; type, compose, edit, or proofread various documentation; maintain calendars and schedule meetings, appointments, interviews, or other activities; coordinate travel arrangements, accommodations, conference registrations, or related plans for department staff.
• Process purchasing documentation: review purchase requisitions and verify availability of budgeted funds; prepare purchase orders and forward data to appropriate departments; obtain competitive price quotes; order materials under blanket purchase orders; review invoices, purchase orders, or other documents for accuracy; research discrepancies, assign proper accounting/budgetary codes, obtain proper signatures, and forward for payment; maintain files and records.
• Perform customer service functions in person, by telephone, and by mail: provide information/assistance regarding department/division services, procedures, fees, or other issues; respond to routine questions or complaints; research problems/complaints and initiate problem resolution; receive payments for various fees, fines, or services; record transactions, post payments, and issue receipts; balance cash drawers; prepare revenues for deposit and forward as appropriate.
• Maintain calendar/schedule of activities for the assigned manager and department/division; schedule and confirm appointments, meetings, interviews, conferences, training activities, or other activities; update calendar on a regular basis and notify involved parties of changes.
• Coordinate travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.
• Process a variety of documentation associated with department operations within designated time frames and per established procedures; receive, review, record, type, and/or distribute documentation; enter data into computer systems; log, track, or maintain records regarding department activities; compile data for further processing or for use in preparation of department reports; file, maintain, and store hardcopy records.
• Perform data entry functions by keying data into computer systems; enter, retrieve, review or modify data in computer databases; scan documents into computer; verify accuracy of entered data and make corrections; index documents; develop databases and computerized reports.
• Process applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes; distribute application forms and provide information; accept fees/deposits and process completed applications; issue permits as appropriate; administer work order program and open/close work order requests.
• Maintain file system of various files/records for the assigned area; prepare files, organize documentation, and file documents in designated order; retrieve/replace files; scan records into computer; shred/destroy confidential or obsolete documents; conduct records maintenance activities in compliance with guidelines governing record retention.
• Performs other related duties as assigned.

Minimum Qualifications
High School diploma or GED required: supplemented by two years of…