Job Description

Posting number: 08784

Department: Public Works

Job classification: Administrative Specialist II (Represented)

Posting type: Open

Categories: Public Works

Summary

This posting will be used to fill Full-Time, Permanent, Administrative Specialist II (Represented) positions in various locations within the Department of Public Works. This is varied and diversified office support work in providing a full range of general office support tasks. Contacts are with county employees at all levels and with the general public to receive and provide information, respond to complaints and to answer questions.

NATURE AND VARIETY OF WORK

An employee in this class performs a variety of difficult office support tasks in support of the assigned office or program area. This class of work is distinguished from the Office Support Assistant I by the complexity of work and independent judgment required in completing assignments. The supervisor provides general guidance for new or unusual assignments and recurring assignments are performed independently. The employee follows established procedures and reference manuals containing laws, regulations and procedures to successfully accomplish tasks. Employees perform work using a variety of office automation equipment and software applications to produce forms, documents, and correspondence in a variety of formats. Work is performed in an office setting and is sedentary in nature. Work products affect the accuracy and reliability of further processes and services. The work involves meeting deadlines and possessing time sensitive documents. Work includes operation of a computer keyboard and video display terminals. Work performance is reviewed and evaluated by a supervisor.

Examples of duties

(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class.)

• Formats and types correspondence, reports, tables, contracts, Request for Proposals, regulations, purchase orders, invoices, and other office documents utilizing a variety of computer systems and software applications.
• Reviews, codes, enters, and updates data in manual and/or automated systems in order to maintain current records and initiates corrective actions, as necessary, to assure accuracy and completeness. Schedules appointments for staff and coordinates calendar commitments for meeting rooms.
• Maintains, monitors, and contributes to the modification of filing systems and/or document control procedures.
• Tabulates and prepares numerical data, tables, and reports from information found in other sources.
• Collects data from existing records and types budget documents, numerical data, financial projections, and income and expenditure reports. Receives visitors, answers telephones, and supplies information to the general public and other county employees, making referrals as appropriate.
• Receives and distributes/routes invoices, bills, requisitions, payment requests, applications, claims, orders, forms and bids for processing. Receives, reviews, and distributes incoming mail and other materials. Proofreads documents for accuracy, completeness and adherence to procedural requirements.
• Receives and records cash and/or checks and issues receipts.

KNOWLEDGE, SKILLS, AND ABILITIES

• Considerable knowledge of modern office practices, procedures, and equipment.
• Considerable knowledge of business English, spelling, and arithmetic.
• Considerable knowledge of departmental rules, regulations, procedures, and functions.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to process office forms, claims, bills, requests and applications.
• Ability to prepare statements and notices, computing applicable charges on the basis of records and regulations.
• Ability to meet time-sensitive deadlines and handle confidential records.

Qualifications

Graduation from high school; and two (2) or more years experience in administrative support work.

NOTE: Longevity pay is available based on years of service.

Supplemental information

Preference will be given to candidates with the following:

1. Strong customer service skills.
2. Proficiency in the use of the Microsoft Office Suite applications (Access, Excel, Word, PowerPoint, and/or Publisher).
3. Experience developing, managing, and creating reports in MS Access.
4. Experience with ADP automated payroll system or a related automated payroll system for timekeeping/payroll entry.
5. Experience with Oracle Harbor or a related automated financial system.
6. Experience with office supply inventory and order processing and tracking.
7. Experience with maintenance/management of electronic calendars and emails.
8. Screening customer calls and greeting walk-in customers.
9. Processing and tracking of personnel related correspondence of a confidential nature.
10. Database development and management of data, and report production.
11. Willing and able to work scheduled and unscheduled overtime.
12. Willing and able to work up to twelve (12) hours during severe weather conditions on an as needed basis.