Administrative Specialist II, Parking & Transportation Services

About the role

Under the direction of the Parking and Transportation Services Lead, the Administrative Specialist II provides day-to-day parking office operation assistance and customer service. The position assists the university community and the general public via phone, email and in-person by interpreting and explaining parking rules under constant revision and related financial records while using judgement and discretion in a wide variety of situations.

Position Overview

The position provides a wide range of operational support to visitors, students and employees, navigating a variety of administrative processes, procedures and cyclical calendars of activities critical to the operation of the unit within the broader university. The primary responsibility is to serve as administrative process expert and coordinator. The position may serve as first point of contact for the department while also performing administrative functions such as researching information and solving problems for faculty, staff and students, and providing program and/or event assistance.

Responsibilities

• Compose, proofread, edit and distribute a variety of business documents and routine reports
• Maintain schedules and event calendars
• Coordinate logistics for regular travel and meetings
• Collect and organize data, enter information into various electronic systems in accordance with university or department procedure to ensure accuracy and compliance, validate information and resolve conflicts in data
• Review internal operating procedures and practices to determine whether improvements can be made in areas such as workflow and records management
• Greet office visitors and respond to incoming calls and email correspondence; provide information about office services and processes, redirect inquiries to appropriate offices/individuals
• Manage inventory
• Other duties as assigned

Requirements

• One year performing office support functions such as document or records management, composing or editing and formatting business documents, reception and/or customer service
• Using computer software and applications for word processing, spreadsheets, email and internet research
• Balancing a workload of assigned tasks to meet multiple deadlines
• High School Diploma or equivalent

Preferred Qualifications

• Experience with the University of Idaho, Banner and MS Office
• Conflict resolution
• Meeting tight deadlines
• Project flexibility
• Filing systems and inventory systems
• Demonstrated ability to type letters, labels and lists; create basic graphics in MS Word
• Communicate effectively both verbal and written
• Ability and willingness to acquire an understanding of parking regulations and policies
• Ability to deal with aggressive and confrontational customers in a professional manner