Administrative Specialist III (Represented) Highways

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.

Work requires the exercise of considerable independent judgment, initiative, and discretion based on a knowledge of administrative policies and procedures in the performance of daily activities. An employee in this class works independently to ensure the smooth operation of the office, handling or referring problems or unusual situations to the supervisor for resolution.

RESPONSIBILITIES

• Uses standard office equipment and applicable current software applications to utilize records and databases, and prepare reports, data tables, and correspondence.
• Maintains fiscal records, checks computations, verifies transactions, reconciles receipts with control records, and reconciles financial statements.
• Processes and verifies bills, claims forms, agreements, permits, refunds, invoices, and related or similar activities; responds to questions and resolves discrepancies, providing full administrative support through completion of program assignments.
• Issues, tracks, and updates inventory and supply of stock, equipment, uniforms, and supplies related to the program area.
• Contributes to the development, revision, and implementation of office, clerical, and administrative procedures to support the improvement and efficiency of operations.
• 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; attends meetings and conferences as required.
• Researches and reviews documents and reports for accuracy, completeness, and adherence to procedures.

QUALIFICATIONS

• Education: Graduation from high school.
• Experience: Four (4) years of experience in progressively responsible administrative support work.

Note: Longevity is available based on years of service.

Preference will be given to candidates with the following:

• Experience with purchasing and accounts receivable/payable using an automated system.
• Experience maintaining and monitoring fixed asset inventory using an automated system.
• Experience with an automated payroll processing system such as ADP or a related system.
• Proficiency using Microsoft applications to include: Word, Excel, PowerPoint.
• Proficiency using Google Suite: Doc’s, Sheets, Slides.
• Experience using Enterprise One or a related automated financial/purchasing system.
• Customer Service experience.