Administrative Specialist

The Administrative Specialist provides skilled clerical and office support activities and specialized administrative coordination with varying responsibility for program logistics, event logistics and customer support. Primary duties involve compiling, preparing, and maintaining data, reports, and original correspondence of varying complexity. 

In this position, you will play a key role in developing office procedures and providing procedural and technical information to staff and the public. Core work includes performing data entry, maintaining and updating spreadsheets and other documentation, preparing presentations, maintaining payroll, time and expense records, ordering and maintaining supplies, coordinating mail and other correspondence, and preparing public information and outreach materials.

• Coordinates schedules and calendars for preparing meeting agendas, meeting information materials, and attending and taking minutes
• Develops office procedures and recommends process improvements
• Monitors budget-related expenses and account allocation
• Prepares and updates correspondence, presentations, charts, graphs, spreadsheets, newsletters, meeting notices, website content, policy and/or other process documentation. Gathers, prepares and organizes materials and information for documentation and reporting updates
• Reviews approvals and processes various forms and documents such as requisitions, vouchers, expense reimbursement requests, payments, work orders, contract documents, invoices, personnel-related reports/records, job postings, registrations, renewals, and/or travel and expenditure requests/authorizations.
• Monitors schedules and deadlines for document processing, reconciles statements, routes documents, and coordinates unscheduled forms/document processing
• Responding to internal and external inquiries and information requests from customers/stakeholders. Performs basic research and routes specific requests to appropriate resource as required
• Updates and maintains database information and related reports. Researches and retrieves information, reviews data for accuracy, and identifies issues and makes corrections
• Retains records accordance with established policies and procedures and assists with records requests and procedural audits
• Coordinates logistics of meetings, travel, events, equipment, supplies, and facility spaces. Provides technical support related to equipment and audiovisual systems and monitors payment and schedule deadlines 
• Monitors and maintains supplies and materials of assigned area. Obtains vendor quotes, initiates requisitions for materials and/or service, and tracks orders

Education and Experience:
High School Diploma or GED and four years of related clerical and/or office support experience

OR

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.Knowledge of:

• Standard practices, methods and materials of assigned work.
• Business math concepts.
• Filing and record-keeping principles
• Occupational hazards and applicable safety principles and practices
• Uses and properties of supplies and equipment
• Applicable federal, state and local laws, codes, and regulations 
• Customer service principles
• Specialized equipment relevant to area of assignment
• Modern office technology

Skill In:

• Composing and maintaining basic original documents including reports, presentations, and correspondence
• Performing basic original research, compiling and assembling data
• Organizing tasks, meeting deadlines and prioritizing competing demands
• Following directions and meeting standards
• Providing attention to detail in assignments
• Proofreading and error correction
• Business math computations
• Exercising confidentiality
• Organizing and maintaining records, files, data, and documentation
• Comprehending reference books and manuals
• Operating assigned tools and equipment
• Scheduling meetings, determining basic meeting needs and making required arrangements
• Interpreting and applying applicable laws, codes, regulations and standards 
• Providing customer service
• Utilizing a computer and relevant software applications
• Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction

ADA and Other Requirements: 
Positions in this class typically require: reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions. 

Light Work: 
Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work, and the worker sits most of the time, the job is rated for Light work. 

Working Conditions:
Work is routinely performed in an indoor, office environment. 

Note:
This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position

Salary : $42,027 - $64,326