Administrative Specialist II

About the role

Under supervision, performs a variety of clerical duties in support of office, program or unit operations. This is the second level of a four-level classification series. The Administrative Specialist II differs from other levels in that the incumbent is required to exercise a moderate degree of independent judgment in the performance of their duties. The incumbent performs technical office support tasks requiring a clear understanding and skill in applying office guidelines and work methods.

Responsibilities

• Performs reception work and provides information to internal and/or external customers/clients; maintains security and confidentiality.
• Answers telephones, screens calls, responds to inquiries and/or refers callers to appropriate individuals and/or departments. Some employees may have to deal with sensitive and/or potentially volatile situations.
• Opens, date stamps, sorts and distributes incoming mail and processes outgoing mail.
• Receives, labels, logs, files and retrieves data.
• Maintains numeric records such as inventory, logs and/or accounting files.
• Inventories, orders, collects and distributes supplies and/or equipment.
• Types and/or word processes documents.
• Schedules meetings and reserves conference rooms, schedules appointments and maintains calendars for supervisor and/or clients.
• Aids in light cleaning and sanitation of work spaces, common areas, classrooms, etc.
• Proofreads and verifies own work.
• Assists or orients co-workers, as assigned.
• Identifies priority and time-sensitive materials.
• Runs errands and works on special projects as needed.
• Because of the Tribe's commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.

Requirements

• Graduation from a high school or equivalent with course work in general office practices.
• Two (2) years of experience in an office, administrative, or related support position.
• Some assignments may require program specific certifications at a time set by the Tribe.

Qualifications

• Knowledge of general office principles and practices.
• Knowledge of operation of standard office equipment that may include typewriter, personal computer, copier, fax machines and multi-line telephone.
• Knowledge of software applications relative to the position assignment.
• Knowledge of basic mathematics.
• Skilled in keyboarding (speed required may vary according to position assignment).
• Skilled in word processing (knowledge of software programs varies according to position assignment).
• Skilled in oral and written communications.
• Skilled in interpersonal and human relations.
• Skilled in problem-solving.
• Skilled in customer service - in person and via telephone (discretion, patience, etiquette, professionalism).
• Skilled in following oral and written instructions.
• Skilled in prioritizing workload and adapting to changes in work load demand.
• Skilled in providing limited training.
• Skilled in maintaining confidentiality of sensitive matters.
• Skilled in following through on assignments as directed.
• Skilled in initiative and accountability for work product or service.
• Continuously uses vision.
• Frequently sits for long periods of time.
• Frequently talks and listens.
• Manual dexterity for computer work and routine paperwork.
• Occasionally walks and reaches with hands and arms.
• Occasionally lifts up to 25 lbs.