ADMINISTRATIVE SPECIALIST I

Administrative Specialist I

Under occasional supervision, performs a variety of routine to moderately complex secretarial and clerical work to help maintain efficient and effective office operations.

Essential Functions

• Answers the telephone; provides information as requested and/or forwards calls to appropriate staff person; takes messages as needed.
• Greets and assists office visitors.
• Composes, types, prepares, processes, files, copies and/or transmits a variety of documents, which may include correspondence, reports, notices, permit/license applications, agendas, meeting minutes, budget documents, maintenance requests, grant applications, charts, spreadsheets, manuals, work orders, various forms, logs, etc.
• Performs a variety of routine to moderately complex administrative duties in support of department activities, which may include but are not limited to scheduling appointments, maintaining calendars, taking and transcribing dictation, compiling and researching data for reports and/or meetings, establishing and maintaining files, making travel arrangements, maintaining department inventory records, scheduling use of facilities, maintaining databases, assisting with budget preparation, etc.
• Performs a variety of routine clerical work as required, which may include but are not limited to copying and filing documents, retrieving files, sending and receiving faxes, entering computer data, processing daily mail, ordering office supplies, maintaining employee/volunteer time records, assembling/collating materials, preparing labels, etc.
• May perform routine bookkeeping work as required, including assisting with budget preparation, processing invoices, preparing requisitions, receiving and receipting various payments, preparing bank deposits, processing and distributing payroll, balancing statements, maintaining various accounts, maintaining petty cash, etc.
• May prepare meeting agendas, attend meetings and prepare/distribute meeting minutes.
• Assists with the planning and coordination of specific department functions and activities as required.
• Administers the use and maintenance of office computer systems, as directed.
• Receives and responds to inquiries, requests for assistance and/or complaints from County employees, outside agencies and the public.
• Completes special projects as assigned.
• Runs errands as needed.
• Performs duties of other clerical personnel as required in their absence.
• Interacts and communicates with various groups and individuals such as the immediate supervisor, co-workers, County personnel, Board/Committee members, vendors and the general public.
• Operates a variety of equipment, which may include a computer, typewriter, fax machine, copier, telephone, calculator, postage meter, printer, scanner, etc.
• Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.
• Performs related duties as required.

(These essential functions are not a complete statement of all duties required of the job. Employees will be required to perform such other related job duties as may be assigned or required.)

Minimum Education & Experience

Requires a high school diploma or GED equivalent supplemented by three (3) or more years of responsible administrative, clerical or secretarial work experience or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. May require a valid State Driver's License.

Knowledge, Skills & Abilities

• Knowledge of the methods, policies and procedures of the Department and County as they pertain to the performance duties of the Administrative Specialist I.
• Knowledge of the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.
• Knowledge of the organization of the County and of related departments and agencies.
• Ability to comprehend, interpret and apply regulations, procedures and related information.
• Skilled in secretarial, bookkeeping and clerical areas.
• Knowledge of modern office practices and technology.
• Knowledge of proper English usage, punctuation spelling and grammar.
• Ability to perform required mathematical calculations.
• Ability to type accurately at a rate sufficient for the successful performance of assigned duties.
• Ability to operate and maintain a variety of office equipment as necessary in the performance of daily activities.
• Ability to use a computer for word and data processing.
• Skilled in applying a responsible attention to detail as necessary in preparing reports and correspondence.
• Ability to prepare routine reports and correspondence with accuracy and in a timely manner.
• Ability to read and interpret various materials pertaining to the responsibilities of the job.
• Ability to maintain confidentiality as required.
• Ability to take the initiative to complete the duties of the position without the need of direct supervision.
• Ability to use independent judgment in performing routine and non-routine tasks.
• Ability to plan, organize and prioritize daily assignments and work activities.
• Ability to offer training and assistance to co-workers and employees of other departments as required.
• Ability to learn and utilize new skills and information to improve job performance and efficiency.
• Ability to perform duties in a courteous manner and with the utmost integrity in the best interest of the public.
• Ability to work under stressful conditions as required.
• Ability to react calmly and quickly in emergency situations.

ESSENTIAL PHYSICAL SKILLS:

• Tasks may require extended periods of time at a keyboard or work station.
• Stooping
• Working with hands and fingers
• Kneeling
• Bending
• Crouching
• Reaching
• Standing
• Walking
• Lifting and carrying up to 10 lbs.
• Pushing and pulling

WORK ENVIRONMENT:

• Works inside in an office environment.

ADDITIONAL INFORMATION:

• Incomplete applications will not be considered. Applications will continue to be received until the listed closing date or the position is filled, whichever is earliest. Submission of an application does not guarantee the applicant an interview. Applicants will be subject to a criminal background check.
• Nassau County is an Equal Opportunity Employer and a Drug Free Workplace. Nassau County values the service veterans and their family members have given to our country and that the County supports the hiring of returning service members, military spouses, and their family members as such this position is eligible for Veterans' Preference in accordance with applicable laws.
• The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this position. This position may be required to work in a safety sensitive capacity at any time based on emergency declaration or other operational need. Nassau County reserves the right to edit or re-write this job description at any time.