Administrative Specialist

Duties and Responsibilities

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

• Performs various complex administrative, secretarial, and confidential functions and duties supporting a section/divisional manager or senior divisional manager, and other professional staff.
• Composes, proofreads, and edits correspondence, memos, spreadsheets, minutes, logs, and reports in final form, for approval or signature of divisional manager or senior divisional manager.
• Reviews and distributes for the divisional manager or senior divisional manager, detailed incoming and outgoing mail, electronic mail, correspondence, and statements.
• Schedules, coordinates, and prepares meetings, meeting materials/handouts, appointments and conferences for divisional manager or senior divisional manager.
• Accesses and secures restricted, sensitive, and confidential records or information.
• Researches and responds to requests for information and assistance and determines priority status and refers to divisional manager or senior divisional manager, or other professional staff, as needed.
• Plans, organizes, and coordinates division-wide activities required by divisional manager or senior divisional manager, and other professional staff.
• May provide guidance and training, and review the work of others to ensure accuracy, completion, and timeliness; may supervise lower level administrative/clerical staff.
• May take and transcribe dictation, verbally or from electronic sources; may take department meeting minutes for divisional manager or senior divisional manager.
• Performs other related duties as required.

Job Specifications

• Knowledge of procedures, policies, and rules of assigned division or unit.
• Knowledge of processing administrative and secretarial procedures, such as word processing, files and records maintenance, transcription, and other related procedures.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
• Skill in the use of computers, computer related software or programs, local networks, databases, and internet search engines.
• Skill in communication and effective writing.
• Ability to transcribe documents and information from different sources.
• Ability to handle restricted, sensitive, and confidential information.
• Ability to serve the public and represent the County with courtesy and professionalism.
• Ability to effectively lead or supervise lower‐level administrative/clerical staff.

Physical Requirements

• This job is performed in a professional office environment.
• This job is largely a sedentary role.
• This job may require the incumbent to lift boxed up to 30 pounds, open filing cabinets, and bend/stand as necessary.

Work Category

• Sedentary work ‐ Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Minimum Qualifications Required

• Associate degree in the related area; AND
• Two (2) years of administrative/secretarial experience; OR
• An equivalent combination of education (not less that possession of a High School diploma/GED), training and experience that would reasonably be expected to provide the job‐related competencies noted above.