Administrative Specialist- Community Developments

About the role

Performs clerical, technical, and diversified administrative support; helps maintain a variety of programs and activities, including computer maintenance management system, payroll, financials, records retention, training and safety records, regulatory reports, and other associated programs within assigned department.

Responsibilities

• Performs high level office support duties and provides specialized program support for assigned area.
• Assist with answering, screening, and directing incoming calls; gathers essential information and provides general assistance to callers/visitor; takes complaints; answers basic questions; and refers to others for resolution.
• May assist with greeting and directing visitors.
• Conducts research; prepares statistical reports and spreadsheets.
• Handles information requests; makes travel arrangements.
• Processes billings and related activities depending on department assignment.
• Processes invoices, PCards, and credit card transactions.
• Processes customer mailings for multiple divisions in the department.
• Provides purchasing and payroll support.
• Organizes record retention schedules.
• Serves as primary contact for scheduling purposes; schedules appointments and maintains calendars; and schedules conference rooms.
• Acts as the liaison for the Department as assigned.
• Types drafts; proofreads edited copy; prepares various final documents including letters, meeting minutes, reports, forms, work orders, service orders, requests for bids, requisitions, invoices and training materials; and copies and collates materials for distribution and/or storage.
• Opens, sorts, and distributes mail.
• Assists with budget monitoring.
• Manages reservations; handles cash, sends out invoices; and reconciles deposits, depending on assigned area.
• Serves as the Department purchasing agent; submits account transfers; refunds deposits; orders supplies and equipment; and maintains inventory.
• Arranges for the repair and servicing of office (and field in some cases) equipment.
• Maintains various paper files; retrieves records, logs and files paper documents; assists with Public Record Requests; retrieves, revises, prints, and saves computer files; and prepares copies of documents as requested.
• Collects, stores, and maintains departmental safety records.
• Maintains various computer files and databases; collects and tracks data.
• Requests, collects and maintains departmental training records.
• Organizes paper and electronic files; manages record control, records retention schedules, and regulatory reports and records.
• May assist with grant related activities.
• Provides support to assigned projects or programs.
• Assists management with administrative needs.
• Assists with permitting.
• Attends required meetings.
• Provides payroll support; tracks/updates employee information; reviews employee time for accuracy; and answers basic employee questions about paychecks and policies.
• Assists other employees/crews with research needs or other tasks.
• Performs other duties as assigned.