Administrative Specialist I​/II​/III- Clerk

Work Schedule and Remote Policy

This is an in‑person position, Monday through Friday from 8:00 a.m. to 5:00 p.m. with a one‑hour lunch. Our service is to the public and as such we need to be in person to provide services to people coming in. No remote or work‑from‑home options available for this position. Bilingual candidates are encouraged to apply. This position will include completing U.S. Passports.

As such you will be required to become a Passport Agent (training will be provided if needed). If you enjoy providing customer service to people combined with office tasks then this could be a great fit for you!

Under specified supervision, provides administrative support for a department/division including considerable public contact.

Positions in this class are flexibly staffed and are normally filled internally by advancement from level I to levels II and III or, when filled from the outside, require previous directly related experience.

Under immediate supervision, this is the entry‑level class in the Administrative Specialist series. Incumbents entering this class have limited related work experience. Work is observed and reviewed during performance and upon completion.

Under general supervision, this is the intermediate‑level class in the Administrative Specialist series and is distinguished from level I by the ability to perform the majority of the duties assigned with only general supervision and occasional instruction or assistance.

Under direction, this is the journey‑level class in the Administrative Specialist series and is distinguished from level II by the ability to perform the full range of duties assigned with only occasional instruction or assistance as needed. Incumbents perform more complex and responsible types of functions, are typically responsible for financial record‑keeping and complex administrative tasks, and may be required to manage confidential matters and materials.

Incumbents may provide functional supervision to interns or other clerical employees.

(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. The list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.)

• Greets and directs visitors and answers telephones; receives and provides assistance for inquiries or refers callers to appropriate person as necessary; routes communications and messages for department personnel. May assist non‑English speakers.
• Performs administrative support functions such as data entry, typing, filing, reviewing and processing paperwork.
• Tracks statistical data related to the department/division activities.
• Researches, compiles, organizes and analyzes data for special projects or reports as assigned, ensuring completion by specified deadlines and in accordance with established goals and objectives.
• Assists in the preparation of comprehensive reports.
• Types a variety of materials that may include correspondence, memoranda, reports, communications, resolutions, policies, schedules or records from prepared or handwritten copy. Assumes responsibility for correct spelling, punctuation, grammar and format. May translate communications or documents.
• Interacts with other departments/divisions; serves as a liaison between the department/division and outside agencies, including maintaining office equipment, screening complaints, resolving issues and providing follow‑up to ensure efficient department/division operations.
• Assists with the coordination of meetings, workshops and other events, which may include managing catering orders, set‑up and clean‑up. Some evenings/weekends may be required.
• Utilizes data entry, word processing and spreadsheet software to develop and maintain written communications and information.
• Utilizes file maintenance programs to enter, store and/or retrieve information as required or to establish or modify existing files.
• Receives invoices and/or payments, receipts and records payments, balances…