Administrative Specialist II - Utilities Department

The purpose of this classification is to perform secretarial/clerical work associated with processing information and documentation relating to an assigned department/division.

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.

Provides secretarial, clerical and administrative support for the assigned department/division; processes documentation associated with department/division operations within designated time frames and in accordance with established procedures.

Provides secretarial and administrative support for management and staff; relieves management staff of routine administrative tasks; screens telephone calls, mail, e‑mail, and other communications. Initiates appropriate action or response; maintains calendars, schedules meetings, appointments, and activities; and types, composes, edits, or proofreads various documentation.

Acts as liaison with other departments/divisions, professional individuals/groups, vendors, contractors, outside agencies, and the public in matters pertaining to office programs, services or operations; conveys information among department/division personnel.

Performs customer service functions; answers telephone calls, greets visitors, assists individuals at the front counter/lobby; ascertains nature of business, directs callers/visitors to appropriate personnel, records and relays messages; provides routine information/assistance; distributes forms/documentation; responds to routine questions or complaints and initiates problem resolution.

Coordinates arrangements for various meetings, including Town Council meetings, board/commission meetings, staff meetings, workshops, trainings, or other activities; prepares and distributes agendas and meeting packets; notifies participants of meeting dates/times; coordinates food/beverages, supplies, equipment, and room setup; verifies operation of meeting room equipment; attends meetings; maintains attendance records; records and transcribes minutes as needed; and reserves meeting rooms.

Coordinates travel arrangements, accommodations, conference registrations, and other travel‑related plans for department/division staff and documentation; calculates and processes per diem documentation as needed.

Monitors inventory of department supplies and forms; ensures availability of adequate materials; initiates requests/orders for new or replacement supplies; conducts periodic inventory counts; maintains records of supply usage.

Processes purchasing documentation; researches products and prices, obtains competitive quotes; enters purchase order, data into computer system; prepares purchase order authorizations; maintains purchasing records.

Orders flowers/gifts for Town officials, employees, or other individuals in acknowledgement of hospitalization, death in family, or other situations.

Receive invoices and processes for approval and payment; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns proper budgetary codes; processes invoices to the Finance Department for payment.

May maintain a petty cash fund for assigned area; disburses funds as appropriate; ensures proper documentation of expenditures; balances fund and prepares reconciliation reports; requests reimbursements as needed.

Process payroll documentation; reviews timesheets for accuracy and completeness; makes calculations and researches discrepancies; enters payroll data for processing; maintains attendance records and processes payroll corrections as needed.

Assists in preparing and/or monitoring the budget; monitors status of expenditures in relation to available funds; and prepares budget transfer forms or requests.

Uses general office equipment and electronic systems to send, receive, copy, scan, distribute, and maintain forms, reports, correspondence, and other related materials.

Processes incoming and outgoing mail; sorts, opens, and distributes incoming mail; signs for incoming mail/packages; delivers items to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail‑outs and surveys.

Maintains filing and records systems for the department/division; prepares and sets up files; sorts and organizes documents; files documents in designated order; retrieves and replaces files; purges, shreds, or destroys confidential or obsolete documents; and conducts records maintenance or destruction activities in compliance with applicable records retention guidelines.

Maintains current lists, forms, manuals, binders, catalogs, reference materials, and other resources.

Conducts research of department files, computer records, database files, manuals, Internet resources, or other resources as needed.

Prepares, receives, reviews, or completes, processes, forwards, distributes or retains various forms, reports,…