Part-Time Administrative Specialist II

Essential Functions

• Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information;
• Interacts with various officials and dignitaries involving sensitive client relations;
• Congveys information among division/department personnel;
• Circulates documentation to appropriate departments.

• Distributes documentation between department/staff members and internal/external individuals/agencies;
• Operates fax machine to send/receive documentation;
• Distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel;
• Sorts, organizes, opens, and/or distributes incoming mail;
• Signs for incoming packages and delivers to appropriate personnel;
• Processes outgoing mail;
• Copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

• Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.

• Provides administrative/secretarial support for management and/or staff of assigned department/division:
• Relieves management staff of routine administrative tasks;
• Screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response;
• Records and transcribes dictation;
• Types, composes, edits, or proofreads various documentation;
• Maintains calendars and schedules meetings, appointments, interviews, or other activities;
• Coordicates travel arrangements, accommodations, conference registrations, or related plans for department staff.

• Processes purchasing documentation:
• Reviews purchase requisitions and verifies availability of budgeted funds;
• Prepares purchase orders and forwards data to appropriate departments;
• Obtains competitive price quotes;
• Orders materials under blanket purchase orders.

• Reviews invoices, purchase orders, or other documents for accuracy;
• Researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment;
• Maintains files and records.

• Performs customer service functions in person, by telephone, and by mail:
• Provides information/assistance regarding department/division services, procedures, or other issues;
• Responds to routine questions or complaints;
• Researches problems/complaints and initiates problem resolution.

• Maintains calendar/schedule of activities for the assigned manager and department/division;
• Schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities;
• Updates calendar on a regular basis and notifies parties involved of changes.

• Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.

• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures;
• Receives, reviews, records, types, and/or distributes documentation;
• Enters data into computer systems;
• Logs, tracks, or maintains records regarding department activities;
• Compiles data for further processing or for use in preparation of department reports;
• Films, maintains, and stores hardcopy records.

• Performs data entry functions by keying data into computer system;
• Enters, retrieves, reviews or modifies data in computer database;
• Scans documents into computer;
• Verifies accuracy of entered data and makes corrections;
• Indexes documents;
• Develops databases and computerized reports.

• Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes;
• Distributes application forms and provides information;
• Accepts fees/deposits and processes completed applications;
• Issues permits as appropriate;
• Administers work order program and opens/closes work order requests.

• Maintains file system of various files/records for the assigned area;
• Prepares files, organizes documentation, and files documents in designated order;
• Retsreves/replaces files;
• Scans records into computer;
• Shreds/destroys confidential or obsolete documents;
• Counsels records maintenance activities in compliance with guidelines governing record retention.

Minimum Qualifications

• High School diploma or GED required: supplemented by two years of clerical, administrative support, secretarial, customer service (in a professional setting), record management experience and/or training.