Administrative Support Specialist

GENERAL DESCRIPTION:
The Administrative Support Specialist serves as the Village's designated Public Records Specialist and provides administrative, clerical, and records management support for Village operations. This position is responsible for administering public records requests in compliance with the Ohio Public Records Act, maintaining official records, supporting Mayor's Court operations, processing solicitor permits, handling bank deposits, coordinating administrative projects, and assisting with community events. The Administrative Support Specialist also serves as a cross-trained administrative floater, providing coverage for the Administrative Assistant to the Mayor and the Mayor's Court Clerk during planned and unplanned absences to ensure continuity of Village operations.

QUALIFICATIONS: An example of an acceptable qualification for this position is:
Completion of a secondary education or equivalent (High school diploma or GED); an associate’s degree in Public Administration, Business Administration, Records Management, Legal Studies, or a related field is preferred; two (2) years of experience in records management, public administration, legal support, municipal government, or a related field is preferred; experience processing public records requests for a governmental agency is preferred; experience with records retention schedules and electronic document management is preferred; or any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities.

LICENSURE OR CERTIFICATION REQUIREMENTS:  
Completion of Ohio public records training and professional certifications related to records management, information governance, or public administration are desirable.

EQUIPMENT OPERATED: The following are examples only and are not intended to be all inclusive:
Personal computer, printer, scanner, copy machine, calculator, fax machine, telephone, and other standard business office equipment, and computer software (e.g., Microsoft Office, Outlook, other applicable computer software).

INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS:  
The employee has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); may have contact with emotional or distraught people; occasionally required to lift, carry, push, or pull objects 25 lbs. or less.

Note:  In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered sedentary work.

Work is performed primarily in a municipal office environment with frequent interactions with Village employees, elected officials, legal counsel, and members of the public. The position requires a high degree of confidentiality, attention to detail, and adherence to statutory deadlines and legal requirements.

JOB DUTIES in order of importance
ESSENTIAL FUNCTIONS OF THE POSITION:   For purposes of 42 USC 12101:

(1) Serve as the Village's designated Public Records Specialist, including receiving, coordinating, tracking, processing, and maintaining documentation related to public records requests in accordance with the Ohio Public Records Act and Village policies.

(2) Assist in the development, implementation, and maintenance of public records procedures and best practices.

(3) Process solicitor permit applications and maintain related records. 

(4) Maintain administrative records and filing systems, including electronic and paper records.

(5) Prepare and make bank deposits while maintaining accurate financial documentation.

(6) Assist with planning and administrative support for Village events as assigned.

(7) Assist with Mayor's Court probation reviews by preparing files, organizing documentation, scheduling appointments, and maintaining related records.

(8) Provide cross-trained administrative support and serve as the primary backup for the Administrative Assistant to the Mayor and the Mayor's Court Clerk during absences and as assigned.

(9) Answer telephones, greet visitors, respond to inquiries, and provide courteous customer service.

(10) Prepare correspondence, reports, forms, and other documents.

(11) Maintain confidentiality of personnel, legal, financial, and law enforcement information.

(12) Maintains required licensures and certification, if any.

(13) Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions.

(14) Demonstrates regular and predictable attendance.

OTHER DUTIES AND RESPONSIBILITIES:

(15) Performs other related duties as assigned.

MINIMUM ACCEPTABLE QUALIFICATIONS: (*indicates developed after employment)

Knowledge of: *Village, Department, and Division goals and objectives; *Village, Department, and Division policies and procedures; *personnel rules and regulations; government structure and process; office practices and procedures; customer service; office management; word processing and data processing techniques and procedures; Grammar and spelling; records management; the Ohio Public Records Act, records retention requirements, and confidentiality laws; records management principles and best practices.

Skill in: typing; word processing; computer operation; calculator operation; use of modern office equipment; organization and document management; attention to detail; verbal and written communication; Microsoft Office Suite and electronic document management systems.

Ability to: carry out simple instructions; interpret a variety of instructions in basic written, oral, picture, or schedule form; deal with problems involving several variables within a familiar context; read, copy, and record figures accurately; add, subtract, multiply, and divide whole numbers; calculate fractions, decimals, and percentages; complete routine forms; prepare routine inquiries from public and/or officials; communicate effectively; understand a variety of written and/or verbal communications; arrange items in numerical or alphabetical order; sort items into categories according to established methods; *maintain records according to established procedures; work alone on most tasks; answer routine telephone inquiries; develop and maintain effective working relationships; interpret statutes, policies, and legal guidance related to public records; prioritize multiple requests while meeting deadlines; exercise sound judgement and maintain confidentiality; travel to and gain access to work site.

POSITIONS DIRECTLY SUPERVISED :  
None.

 

FLSA STATUS: Non-Exempt
WAGE RANGE: $15.50 - 22.75