Administrative Specialist

Job Description

Performs administrative and clerical duties and may be assigned as a specialist in the services offered by the assigned department. Employees in this class perform a wide range of office support functions using independent judgment in applying existing policies and procedures to complete assignments. This involves knowledge of multiple procedures and program guidelines to make decisions. Employees respond to non‑routine inquiries and explain department services, policies, procedures and rationale for decisions to customers.

Employees typically utilize a variety of computer operations and/or specialized software to complete daily assignments. The classification’s primary and diverse duties include creating, reviewing and processing documents and records, identifying and correcting errors and omissions on documents received from staff and/or the public, performing data entry, maintaining records, scheduling appointments and making travel arrangements. Work is usually performed in or near a front counter or office where customers can easily be accommodated.

• Answers incoming phone calls and greets walk‑in customers, provides general information to the public, answers questions and inquiries, and provides referrals to other departments or staff as needed;
• Inputs new client files;
• Inputs client drug test activity;
• Reviews client’s judgment to give client proper paperwork to complete;
• Meets with and distributes documents to probation officer;
• Provides customer service to explain processes and procedures;
• Sets appointments for designated staff;
• Takes minutes and transcribes records of meetings;
• Accepts and/or reviews paperwork/applications from customers;
• Compiles, copies, sorts and files/records of office activities, business transactions and other activities;
• Provides clerical and support services to staff members as needed, including but not limited to, taking messages, setting appointments, providing information, processing and preparing documents and correspondence, screening and distributing mail, preparing and tracking mailings, and inputting data into central computer system;
• Maintains accurate and complete records, files and documentation;
• Prepares logs and/or reports;
• Serves as cashier to accept and receipt monies;
• Reconciles cash drawer daily and submits report to appropriate departments;
• Creates word processing documents and spreadsheets and/or works with specialized department software;
• Responds to Commissioners’, elected officials’, County employees’ and citizens’ questions and comments in a courteous and timely manner;
• Performs time management and scheduling functions, meets deadlines, and sets project priorities;
• Communicates and coordinates regularly with appropriate co‑workers to maximize the effectiveness and efficiency of interdepartmental operations and activities;
• Maintains strict confidentiality in all cases;
• Assists other department and County employees as needed or requested;
• Performs all work duties and activities in accordance with County policies, procedures, and safety practices.

• May need Notary Public certification;
• Performs other duties as assigned.

Testing is required for this position. Must receive test results by the posting deadline to be considered for the position. Tests will be kept on file for six (6) months. When you retest, the most recent test score will be used for each applied position.

• Idaho and County judicial system;
• Current office practices and procedures, including data entry;
• Record keeping and filing practices and procedures;
• English grammar, spelling, punctuation and composition;
• Customer service skills;
• Customer service procedures, techniques and objectives;
• Operation of a personal computer and job‑related software applications.

• Interview clients and schedule drug tests;
• Complete data entry and schedule appointments;
• Maintain relationships with co‑workers, probation officers and other involved individuals;
• Provide effective customer services with patience and accuracy;
• Assess problem situations and develop effective answers, with or without…