Administrative Support Specialist

this is the third of four levels in the administrative support series. Incumbents provide primarily non-routine administrative support to a department or function. Duties require the interpretation of policies and procedures and the use of independent judgment. Responsibilities may include taking formal meeting minutes; tracking expenditures and budget status; creating unique, complex documents and correspondence; compiling, reviewing, correcting, and approving data;

maintaining an inventory of supplies and/or equipment; preparing bids; and performing the duties of the lower levels. Incumbents may provide work direction to lower-level staff.

• composes, edits, and reviews a variety of standard and/or specialized correspondence, reports, documents, applications, forms, violations, memos, and/or other applicable materials.
• prepares meeting agendas and minutes; attends meetings and takes formal meeting minutes; distributes meeting minutes to appropriate individuals.
• reviews and corrects a variety of data, confidential records, and information for the department.
• organizes and maintains files, including creating and maintaining confidential department/employee files; files documents alphabetically, numerically, or by other prescribed methods.
• maintains appropriate office supply levels within assigned area of responsibility and requisitions supplies as needed.
• tracks a budget and monitors expenditures.
• may prioritize and assign work to lower-level staff; monitor the performance of lower-level staff; train staff on work methods and procedures; and participate in staff evaluations.
• performs other related work as required.

• high school graduate or ged equivalent.
• two (2) years of administrative support experience.
• an equivalent combination of education and experience sufficient to perform the job's essential duties.

some positions may require certification in their area of responsibility.

knowledge of:

• modern office procedures and equipment.
• recordkeeping principles.
• mathematical concepts.
• english language, grammar, and punctuation.
• report preparation techniques.
• filing systems.
• basic budgeting principles.
• customer service principles.
• computers and related software applications.

skill in:

• maintaining records and files.
• preparing meeting agendas and minutes.
• preparing specialized documents.
• preparing reports.
• using proper english, grammar, punctuation, and spelling.
• monitoring a budget.
• using computers and related software applications.
• maintaining confidentiality.
• prioritizing and assigning work.
• communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the public, etc. Sufficient to exchange or convey information and to receive work direction.

• feeling: perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.
• fingering: picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• grasping: applying pressure to an object with the fingers and palm.
• handling: picking, holding, or otherwise working, primarily with the whole hand.
• hearing: perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination sound.
• lifting: raising objects from a lower to a higher position or moving objects horizontally from position-to-position. It occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• mental acuity: making rational decisions through sound logic and deductive processes.
• pulling: using upper extremities to exert force to…