Administrative Support Specialist

Administrative Support Specialist

The Administrative Support Specialist serves as part of a team that is the primary point of contact for the Douglas County Green Works site and Public Works Operations. This role blends exceptional customer service, answering high-volume phone calls and handling public inquiries—with direct administrative support to the Business Resources Manager. The ideal candidate ensures daily administrative workflows, facility inquiries, and managerial tasks run smoothly, efficiently, and professionally.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following examples are illustrative only and are not intended to be all inclusive.)

1. Customer Service & Public Communication
   • Front-Line Inquiry Management: Serve as the primary contact for in bound phone calls, emails, and visitor inquiries regarding GreenWorks programs, site schedules, waste management guidelines, and general Public Works services. Oversee service request programs, assuring timely response to citizen issues.
   • Issue Resolution: Provide accurate information to residents, contractors, and county staff; route complex operational issues or complaints to the appropriate division or supervisor.
   • Public Engagement: Maintain standard operating procedures for answering common questions and ensure community members have a positive, informative experience with Douglas County Public Works.
   • Agentic AI Support: Provides quality control / quality assurance of agentic AI responses to inquiries. Recommends changes to website and other content to improve customer experience.
2. Direct Managerial Support
   • Calendar & Meeting Coordination: Manage the Business Resource Manager's schedule, arrange meetings, prepare agendas, reserve rooms, and coordinate equipment or catering as needed.
   • Task & Workflow Tracking: Assist the Manager in monitoring pending project timelines, tracking operational action items, and following up with team leads on status updates.
   • Document & Report Preparation: Draft memos, correspondence, presentations, and reports. Assist in running financial reports and preparing annual budget submissions.
3. Operations & Administrative Support
   • Data Entry & Records Management: Input project information, run operational reports, scan documents into the CMS, and maintain organized central physical and digital filing systems. Maintain all phone lists and radio call numbers.
   • Communication & Dispatch Support: Monitor and respond to radio calls to base, and act as emergency dispatch during major events as needed.
   • Interdepartmental & Cross-Training Backup: Provide backup support to Road & Bridge Administrative Support and other Operations Division administrative positions.
4. Performs other duties as assigned.

EDUCATION and/or EXPERIENCE:

• A high school diploma or GED is required.
• Three (3) years of course work or related administrative/secretarial experience is required.
• Must possess a strong personal computer background with the ability to grasp and understand new systems quickly.
• A combination of education and experience may be considered for a well-qualified candidate.

CERTIFICATIONS, LICENSES, & REGISTRATIONS: None

Douglas County offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision. For a more detailed overview please view the full Employee Benefit Guide.

Douglas County offers a comprehensive benefit package. For a more detailed overview of our benefit package, click on the link below. Why Douglas County? We offer excellent benefits to our employees!

• 11 ½ paid holidays each year + a floating holiday
• 9 hours of paid vacation per month
• 8 hours of paid sick time per month
• Medical insurance employees can choose from two plan options: United Healthcare Doctors Plan or United Healthcare HDHP Plan
• Life insurance 2 times employee salary at no cost to employee
• Mandatory retirement – defined contribution of 8% - matched at 8%
• Annual performance reviews with potential for an increase

Additionally, we offer dental, vision, accident/critical illness insurance, tuition reimbursement, and employee training.