Accountability Court – Administrative Specialist

Closing Date:
Open Until Filled

The purpose of this classification is to serve as the office manager for a large division or department. Administrative Coordinators are broadly responsible for all administrative support functions in a division or department. Work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required.

This job description indicates, in general, the nature and level of work, knowledge, skills, abilities, and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities. Incumbent may be asked to perform other duties as required.

Supervision & Work Coordination

Leads and coordinates daily work activities of administrative support staff in the department; confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers, assists with complex/problem situations, and provides technical expertise; assists with training and instructing co-workers regarding operational procedures and proper use of equipment;

and assists with supervision of co-workers by reporting employee problems; and providing input on disciplinary action and employee performance evaluations.

Interdepartmental Liaison & Communication

Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.

Administrative & Executive Support

Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities; and coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.

Mail, Documentation & Records Processing

Receives and sorts incoming documentation and materials; sends/receives documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies/distributes forms, reports, correspondence, schedules, agendas, or other documentation

Customer Service & Financial Processing

Performs customer service functions in person, by telephone, and by mail; provides information/assistance regarding department/division services, procedures, fees, or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees, fines, or services; records transactions, posts payments, and issues receipts; balances cash drawers; and prepares revenues for deposit and forwards as appropriate.

Boards, Committees & Meeting Support

Provides administrative support for boards, committees, or other meetings; prepares meeting agendas, packets, and related documentation; coordinates meeting rooms/facilities, equipment, and refreshments; notifies participants of scheduled meetings; submits public notices to newspapers, property owners, or others as required; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and transcribes meeting minutes; distributes meeting minutes to appropriate individuals; and maintains official records.

Meeting Coordination & Administrative Support

Coordinates arrangements for various…