Administrative Specialist

Overview

The purpose of this classification is to perform specialized administrative work, provide customer service, and process information/documentation relating to an assigned department/division.

The following duties are normal for this position. The omission of specific statements of certain duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Process a variety of documentation associated with department/division operations, within designated time frames and per established procedures; receive, review, record, type, and/or distribute documentation; enter data into computer systems; log, track, or maintain records regarding department activities; compile data for use in department reports; maintain computerized and/or hardcopy records.
• Answer telephone calls and greet visitors; ascertain nature of business, direct callers/visitors to appropriate personnel, and record/relate messages; retrieve messages from voice mail or answering machine; initiate and return calls as necessary; relay calls/messages via base radio.
• Perform customer service functions; provide information/assistance regarding department/division services, activities, locations, procedures, time frames, documentation, fees, or other issues; distribute forms/documentation; respond to routine questions or complaints; research problems/complaints and initiate problem resolution.
• Receive moneys in payment of various taxes, penalties, fees, or services; record transactions and issue receipts; post payments into computer; count and maintain cash drawer; balance revenues and forward revenues as appropriate.
• Operate a computer to enter, retrieve, review or modify data; perform data entry; verify accuracy and make corrections; utilize word processing, spreadsheet, database, case management, calendar, Internet, e-mail, or other programs.
• Maintain file systems of various files/records for the department/division; prepare and set up files; sort/organize documents; file documents; retrieve/replaces files; shred/destroy confidential or obsolete documents.
• Coordinate calendar activities for the department; schedule appointments, meetings, hearings, inspections, or other activities; update calendar regularly and notify parties involved of changes.
• Monitor inventory of department/division supplies and forms; ensure availability of adequate materials; initiate requests/orders for new or replacement supplies; obtain/issue purchase orders.
• Process invoices for payment; match invoices with backup documentation; verify receipt of goods/services; review invoices for accuracy and proper budgetary coding; calculate and research discrepancies; forward invoices for payment.
• Process payroll documentation; generate and distribute timesheets; review timesheets or time cards for accuracy and completeness; calculate hours worked, verify calculations, and research discrepancies; enter payroll data; forward payroll documents for payment; maintain records of attendance, overtime, or leave time; distribute paychecks.
• Conduct research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.
• Type, compose, prepare, or complete various forms, reports, correspondence, lists, charts, receipts, schedules, calendars, bid tabulations, purchase orders, contracts, warrants, court notices, case files, newsletters, flyers, worksheets, transmittal sheets, inventory records, inspection reports, business licenses, invoices, renewal notices, agendas, meeting minutes, legal advertisements, plats, work orders, applications, inmate account reports, cash balance reports, sales reports, account reports, press releases, advertisements, personnel forms, or other documents.
• Receive various forms, reports, correspondence, logs, lists, payments, meeting minutes, schedules, time sheets, leave requests, invoices, newspaper articles, bids, requests for proposal, requests for quotes, incident reports, accident reports, criminal background reports, driver history reports, court calendars, tag/title documents, tag renewal…