Administrative Support Specialist

POSITION TITLE:

PROGRAM SPECIALIST II #1628 STARTING MONTHLY SALARY: $3,295

Reporting to the Director, provides administrative support to the Director and staff responsible for the administration of the department. Daily work includes gathering information and responding to inquiries, decision making, interpretation and application of Agency and departmental policies and procedures.

• Provides administrative support to the department by finalizing a variety of correspondence, reports, and presentations.
• Organizes and maintains files.
• Responds to inquiries requiring general knowledge of program operations.
• Assists with conference planning, scheduling appointments, making travel and meeting arrangements and preparing expense claims.
• Maintains confidentiality for information related to the department.
• Maintains and completes Management Information Database Accounting System (MIDAS) functions for the Director.
• Responsible for ordering, securing and distributing supplies for department staff.
• Serves as department timekeeper, maintaining and completing department attendance in timekeeping system.
• Provides information or assistance to Agency staff and the general public concerning department activities.
• Applies general knowledge of Agency operations, rules and regulations in explaining or clarifying processes or services available.
• Keyboards letters, memos, reports, tables, charts, forms and special correspondence for staff using the appropriate computer software.
• Proofreads and edits reports to ensure accuracy.
• Maintains electronic and/or paper files.
• In coordination with the Agency's Records Management Coordinator, serves as department liaison for records management.
• Provides assistance for the Director and staff in the department with special projects.
• Maintains a broad base and general understanding of all department programs and services.
• Performs other duties as assigned.

• High school diploma or equivalent.
• Two years of progressively responsible secretarial or programmatic experience in an office setting involving typing, computer work and/or other specialized training.
• Extensive knowledge of office practices and procedures.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Working knowledge of grammar, spelling and punctuation.
• Excellent communication, organizational and interpersonal skills.
• Ability to maintain confidentiality and professionalism.

• Some college or technical training.
• Experience coordinating clerical and office procedures for a large department.