Administrative Support Specialist

Job Summary and Essential Functions

This position typically performs basic administrative tasks; and deals courteously and effectively with fellow employees and citizens.

ESSENTIAL JOB FUNCTIONS:

• Assists property owners in the completion of forms related to real property taxation; changing addresses; scanning documents and collecting/receipting monies.
• Coordinates activities and/or provides administrative support for the department which requires an understanding of complex processes, data, and/or operations of the department.
• Performs administrative duties including basic typing, scanning, creating files, filing, answering telephones, taking messages, copying, computer operation, data entry and review, bookkeeping, and applying complex statutes and/or regulations.
• Creates and/or maintains associated documents and databases, arranges/coordinates meetings, special events.
• Updates supervisor of critical issues/events.
• Assists the public by providing customer service and handling citizen complaints.
• Assists employees with clerical needs.
• Takes precise messages and ensures prompt delivery to appropriate staff.
• Prepares documents, files, lists, certificates, etc.
• Prepares and sorts incoming and outgoing mail.
• Performs other duties as assigned.

Minimum Requirements to Perform Work

• High School diploma or equivalent;
• Four (4) years of related administrative experience;

Special Requirements:

• Data Entry/Basic Skills score of 77 is required for this position;
• Word score of 55 and Excel score of 50 required for this position;
• Knowledge of real estate paralegal, title abstractor or real estate researcher preferred;
• Knowledge of application review and processing with the ability to apply complex statutes and/or regulations as required;
• Departmental testing may be administered during interview;
• A criminal background check will be completed on selected applicant if a current one (less than 3 years old) is not on file.

Knowledge, Skills and Abilities:

• Knowledge of personal computers, including Word and Excel.
• Skill in clerical tasks including filing, customer service, math, data entry and correct grammar usage.
• Skill in the use of general office equipment.
• Ability to accept payments.
• Ability to multi-task, handle stressful situations and meet deadlines.
• Ability to be detail oriented and very accurate with financial transactions.

Physical Demands

This position requires the employee to sit and use hands to handle, feel, finger, grasp or operate objects, tools or controls; reach with hands and arms; use mental acuity and repetitive motion; and walk, talk and hear. The employee must occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Work Conditions

The work is regularly performed in a relatively safe, secure and stable work environment. Thirty-seven and one half (37.5) hours per week. Normal operating hours are Monday through Friday 9:00am until 5:00pm with the ability to work flexible hours when necessary. Scheduled hours/days, job location, duties and any other information contained herein is subject to change. May be required to work extra hours and to perform extra or different duties during emergency situations.