Administrative Specialist

This position is accountable for providing excellent service to customers and administrative support services within the Community Services Department.  Customer service is a key accountability.  Staff will interact frequently with customers providing information about department programs and services in person, on the phone and by email.

Administrative accountabilities involve providing support services for department personnel including word processing, data entry and reporting accountabilities, meeting preparation and coordination, receptionist functions, scheduling and calendar management, mail processing,  and filing.

These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions.

• Responds to customer inquiries and concerns; provide them with the information they need or refer them to professional staff or outside agency. 
• Asks questions to determine clients' needs and directs the clients to the appropriate staff member.
• Provides clients with information on other community resources.
• Assists clients in the proper completion of program forms.
• Responds to requests for information or questions from other employees by personal contact, phone or e-mail.
• Types and edits materials using knowledge of procedures to determine the correct format, and questions the author if something is missing or incorrect.
• Composes form letters or other routine correspondence.
• Types and/or prepares special reports using knowledge of specialized software programs. Assembles and sends application materials, attachments and other forms based on knowledge of standard agency procedures.
• Codes, records, matches, posts, tallies, verifies and/or corrects data in order to maintain accurate records and mailing lists.
• Maintains administrative or fiscal data and assists in preparing reports.
• Sorts and distributes incoming mail and collects and prepares outgoing mail.
• Maintains adequate inventory of office supplies and forms required for agency operation.
• Enters information into and retrieves information from data bases.
• Provide expertise and assistance regarding computer programs in area of specialization.
• Maintains complete and accurate records of client case records and advises clients of case assignments.
• Performs other duties as assigned in a highly effective and professional manner.

• High school diploma or equivalent
• Formal prep of less than one year such as a certificate program in related field or equivalent knowledge gained from experience and/or education
• Three or more years work experience of a similar nature and scope of responsibility
• Intermediate proficiency of Microsoft software programs. (Word, Excel, & Access).

• Ability to prepare correspondence.
• Ability to read and interpret documents and procedural manuals.
• Ability to make arithmetic computations using whole numbers, fractions and decimals.
• Considerable skill in using computer programs, including Word, Excel, Access, Windows.
• Previous experience working in a county environment.
• General knowledge of computer operations.
• Demonstrate and use good grammar and communication skills.
• Think ahead, consider consequences, outcomes and potential problems.
• Acquire knowledge of other government offices and their relations to this office.
• Make work decisions in accordance with laws and policies.
• Work independently.
• Knowledge of the criminal justice system.
• Understanding of the Data Practices Act.
• Ability to prioritize work assignments and accommodate several staff at once.
• Knowledge of problems encountered when working with juvenile or adult offenders.
• Knowledge of the Court Services Tracking caseload management system (CSTS).
• Perform multi-tasks in a timely manner.

Salary : $41,558 - $62,337