Administrative Specialist - WSU Extension

Under the general supervision of the Director of Washington State University (WSU) Clallam County Extension, performs a broad range of general clerical and administrative support functions to ensure efficient day-to-day office operations. Provides reception and customer service; maintains records, files, databases, and numeric information; processes mail and documents; enters and retrieves data; schedules meetings and appointments; maintains calendars; and orders and distributes supplies and equipment.

Provides administrative support to Program Coordinators, including volunteer data tracking, event planning and logistics, and communications and outreach assistance. Exercises judgment in identifying priorities and time-sensitive materials while maintaining confidentiality, accuracy, and effective communication with internal and external customers.

• Perform reception work and provide information derived from established policies, procedures and other relevant sources to internal and/or external customers; maintain security and confidentiality
• Answer telephones; screen calls, respond to inquiries and/or refer callers to appropriate agencies or departments/divisions. Some employees may have to deal with sensitive and/or potentially volatile situations
• Open, date stamp, sort and distribute incoming mail and process outgoing mail
• Checks, organizes, copies, binds, and prepares documents, files and informational packets
• Receive, label, log, file and retrieve data. Ensures files remain in proper order; routes files or documents to requesting parties
• Maintain numeric records such as inventory, head count and information
• Inventory, order, collect and distribute supplies and/or equipment
• Type and/or enters data into a computer for a variety of documents such as correspondence, agendas, schedules and forms. Maintains data bases such as address lists, inventory check-out records and/or visitor records
• Schedule meetings and reserve conference rooms, schedule appointments and maintain calendars for supervisor and/or clients
• Receives and reviews for completion a variety of documents and applications; receives money for items, fees, or services
• Assist program coordinators with volunteer management data, including tracking of hours in volunteer management software, assisting volunteers with office needs.
• Assist in program event planning including ordering and compiling needed supplies, scheduling, including timelines, locations, and logistics.
• Communications assistance including program and event advertisement, editing outreach content, coordinating with various programs within the Department.
• Proofread and verify own work
• Assist or orient co-workers, as assigned
• Identify priority and time-sensitive materials
• Performs other duties as required

Requires knowledge of the field of assignment sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by examples in the above job description.

High school diploma or general education degree (GED)

Prior experience and/or training preferred; to perform this job successfully, an individual should have a great deal of computer knowledge and ability.

Note:

Any first aid rendered by such persons is rendered only as a collateral duty responding solely to injuries resulting from workplace incidents, generally at the location where the incident occurred.