ADMINISTRATIVE SPECIALIST III

Salary Range: $54,111.20 - $106,420.37

Scope & Purpose:

This position performs a variety of advanced administrative secretarial duties, under general supervision, supporting a CFO, managing director and other professional staff of the department.

Essential Functions & Duties:

• Independently performs a wide variety of paraprofessional administrative, secretarial and confidential functions and duties supporting a director or agency head.
• Manages and closely monitors director’s or agency head’s calendar; schedules and coordinates appointments, conferences and itineraries; makes travel and lodging arrangements; completes travel reimbursement documentation.
• Initiates and schedules tentative appointments for director or agency head; reserves venue, coordinates attendees; assembles handout materials, slideshow presentations and equipment.
• Coordinates with senior Finance Department staff to issue audit-required confirmations to various individuals and entities and follow up to ensure compliance.
• Assumes responsibility for portions of the Annual Comprehensive Financial Report and gathers data from a variety of sources to complete those portions.
• Assists in managing the PTB annual budget process by scheduling, preparing documents, validating data, and coordinating among departments.
• Processes finance contracts through the legal work order system
• Maintains a schedule of current finance department contracts
• Performs various finance-related tasks in support of departmental operations including check deposits, etc.
• Reviews outgoing correspondence for internal consistency and proper conformance with administrative policies, approvals and signatures, as well as formatting, grammatical construction and typographical errors.
• Initiates and composes agendas, minutes, correspondence, memos, spreadsheets, logs, invoices, and reports in final form, for approval or signature of director or agency head.
• Interprets, recommends and implements improvements to administrative policies and internal workflow procedures.
• Independently determines for the director or agency head, priority status and special attention to important matters received or observed, such as incoming postal mail, electronic mail, correspondence, statements, face-to-face customers, phone calls and internal staff actions.
• In the director or agency head’s absence, ensures that requests for action or information are completed or referred to appropriate staff member or area of responsibility; determines whether director or agency head should be notified of high-priority or emergent matters.
• Makes recommendations and advises director or agency head on budgetary matters concerning office expenditures, such as equipment and supplies and monetary benefits, such as payroll, salary, and overtime.
• Accesses, secures and monitors restricted, sensitive and confidential records or information.
• May prepare and distribute outgoing electronic mail and correspondence on behalf of director or agency head; as authorized, may utilize an electronic signature or stamp for director or agency head.
• May serve as representative and liaison for director or agency head by disseminating directives, instructions, assignments and following-up on the status of time sensitive items within the department or agency.
• May meet with customers, special interest groups, high-ranking officials, unions and others on behalf of director or agency head, or other professional staff, committee, council or board members.
• May take and transcribe dictation verbally or from electronic sources; may take minutes, record and report meetings or proceedings for the director or agency head.
• Performs other duties as assigned.

Essential Knowledge, Skills, & Abilities:

• Knowledge of policies, procedures, precedents, regulations, executive orders, and rules of assigned department or agency.
• Knowledge of executive administration, such as word processing, managing files and records, transcription, designing forms 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.
• Knowledge of principles and processes for providing customer service, such as assessing customer needs, meeting quality standards for service, and evaluating customer satisfaction.
• Knowledge of the access, storage, destruction and release of restricted, sensitive and confidential information, and applicable guidelines.
• Skill in communication and effective writing.
• Skill in managing one’s own time and the time of others.
• Skill in using logic and reasoning to identify complex problems and evaluate and implement alternative solutions, conclusions or approaches.
• Ability to use discretion and independent judgment in evaluating information.
• Ability to transcribe documents and information from different sources.
• Ability to serve the public and represent the department director or agency head with courtesy and professionalism.

Minimum Training & Experience Requirements:

• Graduation from high school or possession of a GED Certificate; and
• 5 years of clerical/administrative assistant experience;
• Or any equivalent combination of education, training and experience that would reasonably be expected to provide the job-related competencies listed above.

Work Environment:

Work is performed primarily indoors though the employee will be required to go out of the office on errands or special projects. Employee will be in contact with chemicals (i.e., toner for copier and facsimile machines), and materials (i.e. paper) normally found at offices. Employee will also be exposed to minimal noise and vibration.

Physical Demands

• While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands to finger, handle or feel

objects, tools or controls. The employee is frequently required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. Prolonged periods of standing, bending, sitting, kneeling; Frequent computer use.

• Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position. Employees work five days a week which may include weekends. The department head will designate the work schedule.