Administrative Specialist, Senior

The following duties are normal for this position. The omission of specific statements of the 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.

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.

Assists in coordinating daily activities of assigned department/division; provides support to department/division management staff; coordinates communications and conveys information among department/division personnel; works to independently resolve problems and initiates appropriate action/response.

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 radio or pager.

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 fees/services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate.

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

Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff.

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 and vouchers 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 and maintains financial records for assigned area; assists in preparing budget documents; assists in monitoring expenditures to ensure compliance with approved budget; identifies potential over-expenditures and brings to attention of management; works with finance division to reconcile discrepancies or coordinate budget transfers; balances charge card statements; balances checkbooks; prepares bank deposits.

Maintains petty cash fund for area of assignment; disburses funds for expenditures as appropriate; ensures proper receipts/documentation of expenditures; balances fund and requests reimbursements as needed.

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.

Processes human resources documentation; coordinates completion of new hire forms by new employees; submits completed documentation to human resources department; maintains department personnel files; coordinates meetings and/or distribution of information regarding employee benefits.

Assists in planning and preparing for various meetings, which may include scheduling meeting facilities and equipment, preparing agendas and meeting packets, mailing meeting notices, coordinating food/beverages, recording/transcribing meeting minutes, distributing documentation, maintaining records, or other tasks as necessary.

Writes work orders to report problems or request repair/service; identifies priorities and forwards work orders to appropriate service personnel; notifies management of emergency situations; enters work order data into computer; monitors status of open work orders; maintains files of closed work orders.

Conducts research of department files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed.

Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, budget documents, grant reports, statistical reports, time sheets, service requests, legal…