Administrative Specialist III

The Administrative Specialist III performs complex administrative, fiscal, technical, and program support functions for the Parks, Fair & Facilities Department. Serving as a primary point of contact for the public, staff, vendors, and other agencies, this position provides day-to-day office coordination, customer service, records management, payroll, accounts payable and receivable, revenue tracking, and other financial support. Working under general supervision, the position exercises independent judgment in interpreting and applying policies, procedures, regulations, and established work methods to address routine to complex administrative and operational matters.

Open until filled; first review of applications will be on September 11, 2026

• Provide general office support including answering phones, distributing mail, processing travel and registration, ordering office supplies, and coordinating the meetings within the department as needed.
• Provide administrative assistance to the Administrative Operations Manager in the execution of assigned projects, ensuring their successful completion. Assist in scheduling meetings.
• Generate and print multiple reports from a variety of systems into excel spreadsheet for program utilization and statistical reports.
• Maintains departmental files and records ensuring confidentiality of records in a public space.
• Destruction of records in accordance with established procedures.
• Distribute departmental information to internal and external individuals. Assist with meeting coordination.
• Provide technical assistance to the Administrative Operation Manager in preparation of departmental contracts for management, tracking and billing.
• Assist with monitoring and updating policy and procedures as laws and requirements change.
• Process various items for review and approval by Civil Attorney.
• Process items to be presented to the Clallam County Board of Commissioners (BOCC).
• Assist Administrative Operations Manager in the utilization of NEOGOV for the purpose of hiring, training and onboarding.
• Collaborate with Administrative Operations Manager to establish uniform correspondence procedures and style practices to be used when responding to services provided by the department and facility availability.
• Create and maintain filing systems and databases
• Serves as the department’s Public Records Specialist by performing the duties as described in Administrative Policy 321.
• Assist in interpreting regulations, policies and procedures;
  Provide guidance, and training to other department staff, as directed
• Prepare department payroll ensuring accurate timekeeping by department staff
• Attend department staff meetings and coordinate activities with other County departments and/or outside agencies; represent the department at meetings with other County departments and/or agencies, as directed
• Report work performed to the Administrative Operations Manager through reports, conferences and occasional check of in-process work and review of results achieved.
• Act as liaison with other departments, vendors, and regulatory agencies, as required
• Ensure that all required office supplies are available as needed and that the office equipment are in proper working order.
• Arrange for repair or replacement of office equipment as needed.
• Special Occasion Permits – accepting applications, process through approval and fee collection
• Perform clerk duties for Parks Advisory Board, attending their monthly meeting, provide meeting minutes

• Assist with annual development of budgets as requested.
• Provide monthly reports to Administrative Operations Manager for tracking department revenue and ensure it is posted to the correct revenue budget line and to ensure the department remains within budget.
• Monthly preparation and submission of Excise Tax Return to the Washington State Department of Revenue on behalf of the department, applying thorough knowledge of the county's policies, practices, and procedures as they pertain to statutes and regulations regarding the operation, function, and reporting requirements of the department.
• Initiate improvements or revisions in record keeping systems to ensure…