Department Administrative Specialist

Job Summary

This position is responsible for providing specialized administrative support for the operations of an assigned Borough department.

Work is performed and duties are carried out in accordance with established policies, procedures, and Borough core values:
Accountability, Customer Focus, Dedication, Integrity, Responsiveness and Teamwork.

M1 - M5 - DOE

Associate's degree in a course of study directly related to the occupational field. High School diploma or equivalent and any combination of post-secondary education or experience which provides the expertise required to perform effectively the functions of the position may substitute for the Associate degree on a year-for-year basis.

Five (5) years of progressively responsible experience in the occupational field, sufficient to understand the major duties of the position, and to be able to answer questions and resolve problems, including two years supporting senior executive level positions. Experience related to work performed by the department is preferred.

Relevant experience may include:
Administrative support, office management, project coordination, budget and financial tracking, records management, data entry, research, meeting coordination, correspondence, customer service, purchasing, scheduling, and process improvement. Experience supporting department leadership, elected or appointed officials, boards and commissions, or public-sector operations. Other relevant skills may include legislation and report preparation, meeting minutes and parliamentary procedures, public records coordination, grant administration, staff training, software or database support, website maintenance, and coordinating with internal and external agencies.

Strong organizational, communication, problem-solving, interpersonal, and time-management skills are essential to successfully managing varied administrative responsibilities and competing priorities.

Possession of or ability to readily obtain a valid driver's license issued by the State of Alaska for the type of vehicle or equipment operated. If assigned driving duties/responsibilities, candidate must be at least 19 years of age with one (1) year of driving experience.

Must successfully pass a pre-employment background check.

Possession of or ability to obtain Notary Public Commission from the State of Alaska within six months if required for assigned area.

Completion of Incident Command System (ICS) courses, IC S 100 and IS 700, within ninety (90) days of hire.

• Billing (Invoices & Reimbursements):
  Prepares disbursement requests to process invoices for payment; tracks and prepares Department Director's expenses for payment. Prepares and executes various financial and responsibility agreements. Prepares purchasing requests, codes letters of authorization and invoices, bills for cost recovery and other services, and processes claims for reimbursement.
• Budget:
  Organizes budget preparation efforts; enters all Department budget information; ensures all phases of the budget process are completed, submitted timely, and in the correct format. Monitors budget expenditures and performs budget adjustments as necessary following financial procedures. Maintains and updates internal project tracking data to include budgeted amounts, costs to date, notices to proceed, completion progress, change orders and related costs, final and substantial completion dates, and other specific information as needed.
  
  Assists in project management and/or project close-out.
• Correspondence:
  Creates, composes, edits, produces and/or distributes varied correspondence, legislation, reports, meeting minutes, advertisements, mailings, notices and other materials, for machine or oral dictation, drafts or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction, and typographical accuracy; presents finished materials for review, or distributes.
• Customer Service:
  Commits to satisfying internal and external customers, within the scope and responsibility of position; builds and maintains customer satisfaction with the services offered by the organization. Treats customers courteously; shows interest in, anticipates, and responds timely to customer needs; focuses on the customer's needs, rather than own. Explores options when unable to deliver a requested product or service, and pursues solutions until the customer is satisfied;
  
  provides status reports and progress updates to customers; seeks customer feedback and ensures needs have been fully met. Recognizes adverse customer reactions and develops better alternatives; takes responsibility to resolve customer complaints. Creates strategies to help the organization serve customers more effectively.
• Data Entry:
  Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.
• Director Liaison:
  Anticipates needs of the Department…