Administrative Specialist III (Represented)

NATURE AND VARIETY OF WORK

An employee in this class performs varied, detailed, and extensive administrative support work for one or more organizational units or for a designated functional area. Work involves a variety of administrative processes and methods, including the use of standard office equipment and multiple software applications to produce, develop, and review correspondence, reports, and other documents in a variety of formats. Work products support and affect the accuracy, reliability, and timeliness of office programs, services, and functions.

Uses Standard Office Equipment and Applicable Current Software Applications

• Utilizes records and databases
• Prepares reports, data tables, and correspondence

Maintains Fiscal Records and Verifies Transactions

• Maintains fiscal records
• Verifies transactions
• Reconciles receipts with control records
• Reconciles financial statements

Processes and Verifies Bills, Claims Forms, Agreements, Permits, Refunds, Invoices, and Related Activities

• Processes and verifies bills, claims forms, agreements, permits, refunds, invoices, and related or similar activities
• Responds to questions and resolves discrepancies

Issues, Tracks, and Updates Inventory and Supply of Stock, Equipment, Uniforms, and Supplies

• Issues, tracks, and updates inventory and supply of stock, equipment, uniforms, and supplies related to the program area

Develops and Maintains a Complex Filing System

• Develops and maintains a complex filing system that may include confidential information

Communicates with State and Local Agencies and Public Groups

• Communicates with state and local agencies and public groups
• Answers inquiries requiring interpretations of policies, rules, and regulations

Prepares and Distributes Meeting and Conference Agendas and Other Meeting Materials

• Prepares and distributes meeting and conference agendas and other meeting materials
• Attends meetings and conferences as required

Researches and Reviews Documents and Reports

• Researches and reviews documents and reports for accuracy, completeness, and adherence to procedures

Knowledge, Skills, and Abilities

• Thorough knowledge of modern office practices, procedures, systems, and standard office equipment
• Thorough knowledge of grammar, spelling, and proficiency in arithmetic
• Thorough knowledge of departmental rules, regulations, procedures, and functions; general county operations and organization
• Ability and proficiency in the use of County databases, standard office equipment, and current software applications
• Ability to understand and follow complex oral or written instructions
• Ability to conduct research, analyze, and determine the appropriate approach to complex situations
• Ability to establish and maintain effective working relationships with employees and other county departments
• Ability to deal effectively and courteously with the public
• Ability to communicate effectively both verbally and in writing
• Ability to maintain confidentiality of sensitive information
• Ability to meet time-sensitive deadlines

Minimum Qualifications

• Graduation from high school
• Four (4) or more years of experience in progressively responsible administrative support work

Supplemental Qualifications

• Possession of an Associate's Degree in Business Administration, Public Administration, Public Policy, Accounting, Finance, Communications, or a related field
• Possession of a Bachelor's Degree in Business Administration, Public Administration, Public Policy, Accounting, Finance, Communications, or a related field
• Two (2) or more years of experience in general bookkeeping, entering purchase orders, and working with accounts payable processes
• One (1) or more years of experience with Google Suite or Microsoft equivalent