Administrative Specialist III; Engineering Dept

Administrative Specialist III

The purpose of this classification is to perform secretarial/administrative work associated with providing support and processing information/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 administrative support for the assigned department/division; processes a variety of documentation associated with department/division operations within designated time frames and per established procedures.

Provides secretarial/administrative 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; maintains department calendars and schedules meetings, appointments, or other activities; records and transcribes dictation, meeting proceedings, or other information; types, composes, edits, or proofreads various documentation; maintains confidential files.

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

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

Performs customer service functions; answers telephone calls, greets visitors, or assists individuals in person; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding department/division services, activities, procedures, forms, fees, or other issues; distributes forms/documentation as requested; responds to questions/complaints, researches problems, and initiates problem resolution.

Coordinates arrangements for various meetings, such as Town Council meetings, board/commission meetings, committee meetings, staff meetings, conferences, workshops, or other activities; reserves use of rooms; prepares/distributes agendas and meeting packets; notifies meeting participants of meeting dates/times; coordinates food/beverages, equipment, supplies, equipment, and room setup; sets up recorder to record meeting proceedings; verifies operation of recorders, microphones, or other equipment; attends meetings;

maintains attendance records; records and transcribes minutes as needed; reserves meeting rooms for various meetings.

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

Processes purchasing documentation; researches products/prices with vendors and obtains competitive price quotes; enters purchase order, field purchase order, and blanket purchase order data into computer system; prepares purchase orders; maintains purchasing records.

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

Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, and assigns proper budgetary code; reconciles invoices with monthly statements; forwards invoices to Finance Department for payment.

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

Processes payroll documentation; reviews timesheets for accuracy and completeness; makes applicable calculations and researches discrepancies; enters payroll data into computer for payroll processing; maintains attendance records.

Assists in preparing and/or monitoring budget for area of assignment; monitors status of expenditures in relation to available funds in budget accounts; prepares budget transfer forms; obtains price quotes for purchases as required.

Transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel.

Copies and distributes forms, reports, correspondence, and other related materials.

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

Performs records management functions; maintains file system of various files/records for the department/division; prepares department records for imaging; coordinates merging of files with department/division; prepares and sets up files;…