Administrative Support Specialist - Cooperative Extension P​/T

General Statement Of Duties

Position works @ 20 hours per week. Typical work schedule is 9 am to 1 pm Monday - Friday. Performs a variety of responsible administrative support duties at a journey level requiring considerable knowledge of departmental rules, regulations, procedures and services. An employee in this class performs a variety of administrative support, records processing, data entry and related office duties. The range of work extends from routine to advanced journey in complexity but is generally considered journey level.

Work includes greeting the public and answering questions and providing information, typing or data entry work, and creating and maintaining accurate files and records. The employee is expected to have a good understanding of the work unit and/or the County and its services to respond to inquiries, including some technical knowledge about departmental or County policies and procedures, and may include responsibility for a specific phase of a program or office activity of limited scope.

Customer service duties require tact and courtesy particularly when encountering sensitive or confidential matters. Work has moderate complexity and some variety in daily assignments or work activities. Work typically follows established procedures; precedent setting situations are referred to others. Specific oral and/or written instructions are available to apply to most work situations. Work includes the use of modern office technology including word processing, data base, spreadsheet and other software applications.

Work is performed under regular supervision and is evaluated through observation, conferences, and the quality and effectiveness of the work completed.

• Answers telephone and greets visitors; directs calls or visitors and gives program and department information based on types of request; selects appropriate materials to answer questions and provide assistance.
• Assists the public with understanding departmental and County policies and procedures or laws as they relate to the services being provided by the unit; refers to others who may make exceptions; takes complaints, typically referring to others for resolution.
• Reviews and verifies records and reports to ensure that information is provided and correct.
• Prepares a wide variety of documents including correspondence, memoranda, etc. from hand written notes or verbal instructions; proofreads materials for typographical or spelling errors; copies, collates, binds, faxes, emails, and distributes information in various formats.
• Compiles information using standardized forms and standing instructions; may prepare forms and formats for more efficient operations.
• Compiles reports from program and service activity data; creates records by posting general program activity on established forms, files, computer databases, spreadsheets, etc.
• Orders supplies and materials; collects fees and provide receipts; may assist with preparation of the budget for an operational work unit or small department and typically monitors expenditures.
• May process payroll, typically for an operational work unit or small department; verifies timesheets and leave records are accurate and maintains the unit's personnel records and files.
• Receives, screens and distributes mail, documents and other materials according to general knowledge of the work unit's operations and key personnel.
• Schedules meetings, transportation, trips, etc.; may maintain calendars for manager or department head.
• May take and transcribe minutes for internal meetings or appointed boards or committees.
• Additional Job Duties
• May coordinate or assist with the work of others, typically in their absence.
• Performs related duties as required.

• Considerable knowledge of business English, mathematics and legal formats and terms.
• Considerable knowledge of modern office procedures and related office information technology equipment, software, and peripherals.
• Working knowledge of ordinances, regulations, procedures and practices related to area of assignment and of the organization's personnel and financial procedures.
• Skill in the use of information technology hardware and associated software such as word processing, spreadsheets and data bases used in area of work assignment.
• Ability to work independently on responsible administrative support tasks, some of which may be confidential or sensitive; ability to independently prepare meeting agendas and confidential correspondence.
• Ability to keep fiscal and statistical records, ledgers and files and provide information correctly and concisely, both orally and in writing.
• Ability to type, transcribe and take dictation, if the job requires it, at the required speed and skill.
• Ability to schedule appointments and meetings and establish schedules based on specific oral or written instructions.
• Ability to communicate effectively in oral and written form.
• Ability to establish and maintain effective working relationships with…