Administrative Specialist

Administrative Specialist IIIThe purpose of this classification is to perform secretarial/administrative work associated with providing support and processing information/documentation relating to an assigned department/division.The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.General duties include:Providing administrative support for the assigned department/division; processing a variety of documentation associated with department/division operations within designated timeframes and per established procedures.Providing secretarial/administrative support for management and/or staff of assigned department/division; relieving management staff of routine administrative tasks; screening telephone calls, mail, e-mail, and other communications and initiating appropriate action/response; maintaining department calendars and scheduling meetings, appointments, or other activities; recording and transcribing dictation, meeting proceedings, or other information; typing, composing, editing, or proofreading various documentation; maintaining confidential files.Acting as liaison with other departments/divisions, professional individuals/groups, and the public in matters pertaining to office programs or operations; conveying information among division/department personnel.Coordinating travel arrangements, flight reservations, accommodations, conference registrations, or other travel-related plans for department/division staff.Performing customer service functions; answering telephone calls, greeting visitors, or assisting individuals in person; ascertaining nature of business, directing callers/visitors to appropriate personnel, and recording/relaying messages; providing information/assistance regarding department/division services, activities, procedures, forms, fees, or other issues; distributing forms/documentation as requested; responding to questions/complaints, researching problems, and initiating problem resolution.Coordinating arrangements for various meetings, such as Town Council meetings, board/commission meetings, committee meetings, staff meetings, conferences, workshops, or other activities; reserving use of rooms; preparing/distributing agendas and meeting packets; notifying meeting participants of meeting dates/times; coordinating food/beverages, equipment, supplies, equipment, and room setup; setting up recorder to record meeting proceedings; verifying operation of recorders, microphones, or other equipment; attending meetings; maintaining attendance records; recording and transcribing minutes as needed; reserving meeting rooms for various meetings.Monitoring inventory of department supplies and forms; ensuring availability of adequate materials to conduct work activities; initiating requests/orders for new or replacement supplies; conducting periodic inventory counts; maintaining records of supply usage.Processing purchasing documentation; researching products/prices with vendors and obtaining competitive price quotes; entering purchase order, field purchase order, and blanket purchase order data into computer system; preparing purchase orders; maintaining purchasing records.May order flowers/gifts for Town officials, employees, or other individuals in acknowledgement of hospitalization, death in family, or other situations.Processing invoices for payment; reviewing invoices for accuracy, researching discrepancies, and assigning proper budgetary code; reconciling invoices with monthly statements; forwarding invoices to Finance Department for payment.May maintain petty cash fund for area of assignment; disbursing funds for expenditures as appropriate; ensuring proper receipts/documentation of expenditures; balancing fund and preparing reconciliation reports; requesting reimbursements as needed.Processing payroll documentation; reviewing timesheets for accuracy and completeness; making applicable calculations and researching discrepancies; entering payroll data into computer for payroll processing; maintaining attendance records.Assisting in preparing and/or monitoring budget for area of assignment; monitoring status of expenditures in relation to available funds in budget accounts; preparing budget transfer forms; obtaining price quotes for purchases as required.Transmitting faxes on behalf of department/division staff; distributing/delivering incoming faxes to appropriate personnel.Copying and distributing forms, reports, correspondence, and other related materials.Processing incoming/outgoing mail; sorting, opening and distributing incoming mail; signing for incoming mail/packages and delivering to appropriate personnel; preparing outgoing mail; assisting with preparation of bulk mail-outs.Performing records management functions; maintaining file system of various files/records for the department/division; preparing department records for imaging; coordinating merging of files with department/division; preparing and setting up files; sorting/organizing documents to be filed; filing documents in designated order; retrieving/replacing files; purging, shredding, or destroying confidential or obsolete documents; conducting records maintenance or destruction activities in compliance with guidelines governing record retention.Maintaining current lists, forms, manuals, binders, catalogs, reference materials, and other resources.Conducting research of department files, computer records, database files, manuals, Internet resources, or other resources as needed.Typing, composing, preparing, or completing various forms, reports, correspondence, logs, schedules, calendars, purchase orders, check requests, budget documents, meeting minutes, agendas, staff reports, statistical reports, charts, spreadsheets, flyers, presentations, or other documents.Receiving various forms, reports, correspondence, time sheets, attendance records, purchase requisitions, invoices, budget reports, meeting minutes, police reports, applications, project requests, contracts, plans/drawings, policies, procedures, codes, manuals, directories, reference materials, or other documentation; reviewing, completing, processing, forwarding or retaining as appropriate.Performing basic computer software functions which include, but are not limited to, enter, retrieve, review or modify data; performing data entry functions by keying data into computer; verifying accuracy of entered data and making corrections; utilizing word processing, spreadsheet, database, desktop publishing, presentation, financial system, optical scanning, calendar, email, Internet, or other programs.Performing basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; providing operational support to system/equipment users; coordinating service/repair activities as needed.Attending various meetings and serving on committees as needed.Maintaining confidentiality of departmental issues and documentation.Communicating with supervisor, employees, other departments, Town officials, vendors, contractors, consultants, applicants, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.Duties when assigned to the Engineering & Public Works Department include:Preparing and editing contracts, agenda items and legal documents; assisting with preparation of department contracts including general contracts, state/federal agency grant programs; ensuring that documents posted to the website are screen reader accessible.Preparing and publishing legal advertisements.Managing citizen request software (JupConnect) and communicating with the public via email and phone.May perform assistance as the administrator for asset management software.Acting as web content manager for department's internal and external webpages.Performing customer service functions by providing information and technical assistance to citizens, property owners, land developers, contractors, architects, appraisers, planners, Town staff members, or other individuals/agencies regarding building and Engineering/Utilities permits, Business Tax Receipt, procedures, forms, fees, or other issues; responding to routine questions or complaints; researching problems and initiating problem resolution. Assisting with online submittal process to facilitate processing of applications and scheduling of inspections; preparing and scanning documents and plans for imaging.Managing the Engineering/Utilities Permit system. Receiving and reviewing: permit applications, permit checklists, various forms, reports, correspondence, various permits, revised plans, review comments, map requests, escrow account balances, site plans, engineering plans, architectural drawings, elevations, surveys, drainage statements, maps, zoning maps, land use maps, code amendments, codes, ordinances, regulations, policies, procedures, software user guides, manuals, reference materials, or other documentation; completing, processing, forwarding or retaining as appropriate.Using permit software to calculate and process permit fee collection. Withdrawing money from escrow accounts for plat fees.Assisting project managers with project administration by preparing and organizing contract documentation, tracking procurement paperwork, processing and routing payment applications for PM review, scheduling meetings, preparing agendas and meeting minutes, maintaining project correspondence and records, and assembling project close-out documentation.Interpreting/applying Town business registration requirements, state business registration statutes, processes business and maintains Out of Town Contractor/Business Information.Assist with the coordination, collection, and distribution of department Public Records Requests.Additional functions include:Performing notarization of documents as needed.Providing assistance to other employees or departments as needed.Performing other related duties as required.