Administrative Specialist III - Parks

Administrative Assistant

This position provides a high level of professional, administrative support and assistance to the Director and Senior Managers of Parks, Recreation and Natural Resources (PRNR). Performs a variety of other functions supporting the management team and day-to-day operations of PRNR. Assignments are of substantial variety and complexity, broad in nature, requiring independent judgment of administrative functions, providing customer service, clerical, secretarial, processing and/or internal financial related duties. Must maintain the confidentiality of correspondence, documents, discussions, meetings and telephone calls. Support the mission and vision of the county and work unit.

Job Description:

Administrative Functions

Primary customer service contact for the department and office area. This includes assisting walk-ins, prioritizing and identifying urgency of calls/emails, customer service requests and department-wide citizen inquiries to ensure standards of excellence. Tracks to ensure timely follow up, consist responses and resolution as required.

Assists with planning, organizing and implementing administrative management systems and policies. Identifies and solves administrative and management challenges which may hinder effective operation.

Provides administrative assistance and corresponds/responds to requests from Division Managers, Senior Managers and Director requiring tact, diplomacy and confidentiality. Supports Director and Senior Managers by completing necessary research and collection of data as well as scheduling

Manages appointments/calendars for the Director and Senior Managers; identifies appointments for re- schedule and contacts others. Maintains Management Team meeting agenda and scheduling, Division Manager appointments as needed, schedules meetings as needed.

Arranges travel for staff/mgmt as needed including travel vouchers, mileage forms, rental cars, hotels, registration.

Supports preparations of eGenda and Board presentation materials.

Manages, coordinates, schedules and tracks all Legal Service Requests and related meetings.

Researches ordinances, statutes, PRNR and County policies and administrative rulings to develop responses to outside inquiries.

Drafts correspondence and compiles data for internal and external recipients requiring research and analysis.

Updates and distributes documents including but not limited to department staff organization chart, email contact groups, the parks master list, and call tree information.

Tracks staff certifications and coordinates with HR to track and account for all PRNR staffs' completion of mandatory training.

In coordination with supervisors and staff, updates FAQs with the Contact Center as necessary for projects or issues.

Filing, maintenance of the Administration (ADM) files in accordance with the established standards for the office of records retention as it relates to the Sunshine Laws. Serves as lead coordinator with division records liaisons and managers on records retention, regular reviews and maintenance of electronic files.

Finance/Budget/Procurement/Contract Management

Purchasing Card Account Coordinator for PRNR - Reviews P-Card transactions, and prepares a monthly reconciliation packet for Clerk's Office.

Prepares and assists with contracts; Serves as liaison with Xerox. Ensures contractual compliance including active insurances, certificates and licenses. Works with vendors to resolve issues; Works with vendors as needed to maintain compliance and resolve issues with insurance, maintenance, deliveries, billing and quotes.

Prepares required forms in accordance with Procurement and Clerk's Office rules and regulations including hospitality forms.

Prepares check deposit forms and delivers to Clerk's Office.

Minimum Qualifications:

Associate degree from an accredited college/university and 4-6 years of clerical or administrative experience with some executive exposure.

Year-for-year experience may substitute for the college degree.

Preferred Qualifications:

Expert skill in computer operations and software and knowledge of business processes to resolve budget issues, and collect, analyze, and interpret data.

Advanced Professional Certification highly desirable.

Pay: $18.32 - $23.36

This Posting is currently Open Until Filled