Administrative Specialist, Therapeutic Resources

Position Information

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 provides support with financial tracking, contracts, purchasing, supplies, and County assets. They will assist with logistics for camps, classes, events, and competitions, and will assist with Therapeutic Recreation program participants as needed.

Processes a variety of documentation associated with department/division operations, within designated time frames 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; maintains computerized and/or hardcopy records.

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via base radio.

Performs customer service functions; provides information/assistance regarding department/division services, activities, locations, procedures, time frames, documentation, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.

Receives moneys in payment of various taxes, penalties, fees, or services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, case management, calendar, Internet, e‑mail, or other programs.

Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.

Coordinates calendar activities for the department; schedules appointments, meetings, hearings, inspections, or other activities; updates calendar on a regular basis and notifies parties involved of changes.

Monitors inventory of department/division supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders.

Processes invoices for payment; matches invoices with backup documentation; verifies receipt of goods/services; reviews invoices for accuracy and proper budgetary coding; makes applicable calculations and researches discrepancies; forwards invoices for payment.

Processes payroll documentation; generates and distributes timesheets; reviews completed timesheets or time cards for accuracy and completeness; calculates hours work, verifies calculations, and researches discrepancies; enters payroll data into computer; forwards payroll documents for payment; maintains records of attendance, overtime, or leave time; distributes paychecks.

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

Types, composes, prepares, or completes 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,…