Administrative Specialist

Job Description

Primary purpose: Performs a variety of clerical functions to manage and coordinate the Health and Human Services Department, including the divisions of public health, school health, and social services. Assists with administrative support to the Board of Licensing Commissioners. Also provides administrative support for the office of veterans’ services.

Scope and Judgment: Performs professional office and administrative duties requiring mature and independent judgment and initiative to analyze, solve problems and make decisions based on departmental and city policies and procedures. Exercises considerable judgment and initiative in performing duties. Manages permit process independently.

Supervision Received: Position reports to the Executive Administrator and operates with minimal supervision. Operates in accordance with applicable state and local laws and regulations, department policies and procedures, requiring the ability to plan and perform operations to independently complete assigned tasks according to a prescribed time schedule. Incumbent independently establishes own daily work plan based on regular routine and special assignments.

Supervision Given: N/A

Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public, business organizations or contacts and other city personnel. Operates computers, calculators, copier, telephone and all other standard office equipment. May have contact with the general public, other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations and attorneys, etc.

Communication is by means of telephone, online meeting platforms, personal discussion, and correspondence and involves discussing routine information, requiring patience and courtesy. Has access to confidential information regarding personnel records. Errors in judgment could result in significant delay or loss of services, legal ramifications, adverse public relations, and monetary loss.

• Prepares grant contracts and renewals.
• Answers, screens and directs calls. Receives, sorts and distributes incoming mail and faxes. May prepare outgoing mail.
• Responsible for daily schedule of deposits.
• Receives and directs citizens and other City employees at the customer service window.
• Attends and participates in staff, department and other meetings.
• Maintains department files.
• Assists with preparing and tracking revolving, discretionary and grant accounts.
• Provides support for designated department staff including scheduling meetings, attending meetings (both those held during day and evening hours), taking and distributing minutes.
• Provides support for department programming including developing outreach materials, assisting with social media, and staffing various community programs.
• Process permits and licenses through New Gov, our online portal. Maintains renewal campaigns for all HHS permits and licenses.
• Answers citizen questions and inquiries on application fees and permit processes. Assists the public or others in form completion and the processing of complaints, inquiries and questions.
• Tracks Freedom of Information Act requests (FOIA).
• Tracks and logs all bite reports and laboratory submissions for rabies testing.
• Provides administrative and reception support to the Director of Veterans’ Services, which may include purchase orders, budgeting, invoices, bill pay and other duties as assigned.
• Works with all department members to stay informed of department services and programs and accurately share this information with the public.
• Prepares office correspondence, notes, notices, reports and other documents, data entry/retrieval including using a wide variety of data bases such as New Gov, Excel and others.
• Provides backup assistance to establishments with processing licensing applications and maintaining files. Assists in distributing meeting/hearing notices and preparing agenda and documentation for hearings; notifies members of meeting time and place, agenda. Assists in preparing and distributing minutes.
• Provides backup in preparing department payroll and calculating work times, noting pay differentials, vacation, sick time, overtime and other variances including grant funded staff payrolls.
• Provides backup assistance in maintaining department attendance.
• Provides backup assistance with accounting of periodic statements. Processes…