Administrative Specialist, Therapeutic Resources

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 Administrative Specialist supports the Therapeutic Recreation team by managing daily administrative and operational needs for programs, facilities, and participants, including calendars, registrations, documentation, reporting, customer service, and communication with families, volunteers, and staff. This role also supports financial tracking, contracts, purchasing, supplies and County assets, assists with logistics for camps, classes, events, and competitions, and may plan and facilitate Therapeutic Recreation programming while ensuring compliance with safety procedures, policies, and applicable standards.

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.

Responsibilities include processing a variety of documentation associated with department/division operations, within designated time frames and per established procedures; receiving, reviewing, recording, typing, and/or distributing documentation; entering data into computer systems; logging, tracking, or maintaining records regarding department activities; compiling data for department reports; maintaining computerized and/or hardcopy records.

Responding to phone calls and greeting visitors; ascertaining the nature of business, directing callers/visitors to appropriate personnel, and recording/relaying messages; retrieving messages from voice mail or answering machine; initiating and returning calls as necessary; relaying calls/messages via base radio.

Performing customer service functions; providing information/assistance regarding department/division services, activities, locations, procedures, time frames, documentation, fees, or other issues; distributing forms/documentation as requested; responding to routine questions or complaints; researching problems/complaints and initiating problem resolution.

Receiving moneys in payment of various taxes, penalties, fees, or services; recording transactions and issuing receipts; posting payments into computer; counting and maintaining cash drawer; balancing revenues and forwarding revenues as appropriate.

Operating a computer to enter, retrieve, review or modify data; performing data entry functions by keying data into computer; verifying accuracy of entered data and making corrections; utilizing word processing, spreadsheet, database, calendar, Internet, e-mail, or other programs.

Maintaining file system of various files/records for the department/division; preparing and setting up files; sorting/organizing documents to be filed; filing documents in designated order; retrieving/replacing files; shredding/destroying confidential or obsolete documents.

Coordinating calendar activities for the department; scheduling appointments, meetings, hearings, inspections, or other activities; updating calendar on a regular basis and notifying parties involved of changes.

Monitoring inventory of department/division supplies and forms; ensuring availability of adequate materials to conduct work activities; initiating requests/orders for new or replacement supplies; obtaining/issues purchase orders.

Processing invoices for payment; matching invoices with backup documentation; verifying receipt of goods/services; reviewing invoices for accuracy and proper budgetary coding; making applicable calculations and researching discrepancies; forwarding invoices for payment.

Processing payroll documentation; generating and distributing timesheets; reviewing completed timesheets or time cards for accuracy and completeness; calculating hours worked, verifying calculations, and researching discrepancies; entering payroll data into computer; forwarding payroll documents for payment; maintaining records of attendance, overtime, or leave time; distributing paychecks.

Conducting research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.

Typing, composing, preparing, or completing 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.

Receiving various forms, reports, correspondence, logs, lists, payments, meeting minutes, schedules, time sheets, leave requests, invoices, newspaper articles, bids, requests for…