Administrative Specialist

Administrative Specialist

Performs skilled administrative, clerical, and office support functions in support of Public Works operations. This position is responsible for processing documents, maintaining records, entering data, and assisting with financial, payroll, project, or office support activities as assigned. Work is performed in accordance with established procedures and under general direction, with tasks reviewed for accuracy and completeness. The Administrative Specialist supports supervisors, managers, and Administrative Assistants by ensuring timely and accurate completion of assigned administrative duties.

Administrative Support: Prepare routine correspondence, reports, and forms using standard templates.

Customer Service: Provide customer service support by answering calls, routing inquiries, and assisting visitors.

Departmental Reporting: Assist with purchasing, payroll, budgeting, website and/or project documentation under established guidelines.

Compliance Monitoring: Maintain confidentiality and follow department and county policies.

Financial Processing: Process invoices, forms, time records, and/or other documents in accordance with established procedures.

Document Preparation: Track information such as timesheet data, expenditures, permits, work orders, and/or inventory for review by supervisors.

Data Entry: Enter and maintain data in financial, payroll, permitting, work order, and/or tracking systems.

Document Management: Maintain organized paper and electronic filing systems in accordance with records retention policies.

Meeting Coordination: Assist with meeting preparation, scheduling, and distribution of materials as directed.

The individual in this role is expected to contribute to the team's efforts by completing other related tasks, as may be assigned.

Position Requirements: EDUCATION AND EXPERIENCE– The following are the minimum education and experience required for the position. An equivalent combination of education, training and experience may be considered.

Education: HS diploma or GED

Experience: 3 years previous relevant work experience is required.

Knowledge of administrative and clerical procedures. Accuracy in data entry and document processing. Skill in customer relations and public communication. Ability to follow established processes and instructions. Basic knowledge of financial and recordkeeping practices. Effective oral and written communication skills. Ability to maintain confidentiality and professionalism. Ability to work independently and in a team environment. Strong multitasking and organizational skills. Analytical ability to identify and resolve process issues. Skill in accurate data entry and spreadsheet maintenance. Ability to work independently under minimal supervision. Professional judgment and discretion in handling data.

Office setting with routine interaction with staff, vendors, and the public. Seated computer work with periodic standing, walking or light lifting. May regularly be exposed to uncomfortable temperatures, humidity, noise, chemicals/gases, contagious diseases, airborne particles/pathogens, and/or physical trauma. May be required to work in confined spaces. May be exposed to fumes or airborne particles. Work may potentially involve risk of exposure to electric shock.

Physical Abilities: The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Work requires the ability to sit, stand, walk for extended periods of time. Work requires the ability to complete repetitive wrist, hand, and/or fine motor movement. Work requires the ability to grasp, pull, push, and reach. Work requires the ability to climb and balance. Work requires the ability to talk, hear, listen, and comprehend. Work requires the ability to drive and/or operate mechanical equipment. Work requires visual acuity of 20 feet or more, visual acuity of 20 inches or less, three dimensional vision, precise hand/eye coordination, the ability to identify and distinguish colors. Must be able to lift up to 20 pounds. Work requires the ability to stoop, kneel, crouch, and/or crawl.

To Apply: Please complete the online application found at Resumes are accepted as supplemental information only and will not be used as a substitute for the application, you must complete the application in full.

Normal Entry Salary: $19.15 per hour

EOE Statement: Jefferson County Government is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, physical or mental disability, genetic information, protected veteran or uniformed servicemember status or any other characteristic protected by local, state or federal law.