ADMINISTRATIVE SUPPORT SPECIALIST

Under general supervision, performs a variety of complex administrative, technical support, and office management duties that require a comprehensive understanding of the department’s mission, rules, regulations, goals, and services. This position involves significant public contact and assists county staff with operations by handling inquiries, coordinating activities, and maintaining records. The Administrative Support Specialist is distinguished from the Administrative Support Assistant classification by the complexity of assignments.

Illustrative Examples of Work

• Serves as the primary point of contact for public inquiries, provides accurate program information and assists the general public, other County departments, clients, and contractors with various application forms, registrations, and other documents relative to assigned department; resolves issues independently in-person, or over the telephone, and directs callers and visitors to appropriate personnel.
• Composes, compiles, processes, and distributes reports, correspondence and resolutions, program packets, complex records, interoffice and outgoing mail, claims, writs, warrants, admissions/discharges, payments, statistical reports, staff schedules, and other documents, ensuring clarity and adherence to departmental policies and procedures.
• Organizes, schedules, and attends meetings, prepares agendas, takes minutes, and takes action on follow up items; maintains conference room scheduling.
• Maintains and manages a variety of records and files; work may include calculating, collecting, assigning, recording, filing, reviewing, verifying, and issuing case numbers, fees, permits, docket books, liens, releases, other documents and services in compliance with ordinances and regulations. Gathers, analyzes, and interprets technical data to determine permit eligibility, legal notices and/or fees; explains ordinance requirements.
• Interprets, applies, and explains program policies to staff and the public, providing guidance as needed; exercises independent judgment, discretion, and initiative in completing assignments and managing public interactions.
• Collaborates with team members, assisting with various administrative tasks including but not limited to, sharing information, supporting workflow processes, and contributing to the overall success of departmental initiatives.
• Performs related duties as assigned.

Required Knowledge, Skills and Abilities

• Considerable knowledge of and ability to maintain departmental policies, procedures, and standards.
• Skill in organizational abilities and multitask management.
• Proficiency in Microsoft Word, Excel, and other relevant software applications.
• Ability to communicate effectively verbally and in writing, including composing letters and memos.
• Ability to accurately perform moderately complex mathematical calculations.
• Ability to make decisions in accordance with laws, rules, regulations and departmental policies and procedures.
• Ability to establish and maintain effective working relationships with other County employees, representatives of other agencies, and the general public, fostering a collaborative and professional work environment.
• Ability to frequently lift to 25 pounds dependent upon assigned department.

Training and Experience

• Graduation from high school or equivalent education, and
• Three years of progressive experience in office assistance, clerical, records processing, or related office work, or
• Any equivalent combination of training and experience that will have provided the required knowledge, skills, and abilities.
• Associate’s Degree in Business Administration, Communication Studies, or related, is preferred.

Special Requirements:

• A criminal background check is required.
• A drug screen is required prior to final offer of employment.
• Depending on assignment, candidate may be required to pass a National Fingerprint Criminal History Record Check through the Iowa Department of Criminal Investigation as defined in the State of Iowa code 235D.1 and Child/Adult Abuse Record Check through the Iowa Department of Human Services and Dru Sjoden National sex offender registry.