Administrator 2

Position Summary

Performs a wide variety of administrative work in assisting the Director and Assistant Directors; performs office administration and may direct the work of clerical and records staff; ensures completion of projects and processes, maintains office systems, completes requests and disseminates Right-to-Know responses; supports fiscal and contracting duties; May serve as backup for Payroll and Purchasing.

About the Role

The position involves managing and maintaining digital file-sharing, content management systems, and project management software for the Department (e.g., SharePoint, Monday.com); establishing and maintaining accurate digital files and records database; drafting, preparing, and maintaining confidential information; assisting in the development of forms and procedures for office; scheduling appointments and managing general telephone correspondence; composing routine to complex letters and memoranda; performing data entry, retrieval, and other processes; assisting other division staff with related tasks and duties as assigned or required; serving as the Recording Secretary for the Planning Commission and other Boards, Panels, and Commissions as needed; assisting Zoning Board of Adjustment in creating notice mailings and posters; and serving as backup timekeeper for the Department.

Responsibilities

• Manages and maintains digital file-sharing, content management systems, and project management software for the Department (e.g., SharePoint, Monday.com)
• Establishes and maintains accurate digital files and records database by organizing, maintaining, posting, logging, etc., using various types of software
• Colls material and prepares and assembles it for reports, correspondence, etc.
• Drafts, prepares, and maintains confidential information including pending lawsuits, disciplinary actions, grievances, bargaining strategies and proposals, departmental plans and preparations, etc.
• Aids in the development of forms and procedures for office
• Screens visitors and manages general telephone correspondence by screening, directing, and responding to a high volume of outside calls
• Schedules appointments and makes arrangements for meetings and travel
• Handles mail and messages by receiving, sending, sorting, distributing, etc.
• Composes routine to complex letters and memoranda for superior's signature
• Typing letters, reports, lists, etc.
• Performs data entry, retrieval, and other processes
• Makes and transcribes dictation for letters, memos, reports, testimony at hearings and meetings, etc.
• Aids other division staff with related tasks and duties as assigned or required
• Serves as the Recording Secretary for the Planning Commission and other Boards, Panels, and Commissions as needed
• Aids Zoning Board of Adjustment in creating notice mailings and posters
• Serves as backup timekeeper for the Department

Requirements

• One (1) year of full-time experience in modern office practices and procedures, including typing, information retrieval, record maintenance, word processing software applications, etc. (Less than full-time experience will be calculated on a pro-rated basis.)
• A high school diploma or general equivalency.