Administrative Specialist

Job Responsibilities

The Responsibilities of the Administrative Assistant: Provides administrative support in performing day-to-day operational activities for the Regional Office. Perform responsible clerical and secretarial duties for the Regional Office of the SCFC. Serve as receptionist, data entry clerk, file, and all other related clerical duties and assist in overall operation of the Regional Office.

• Serves as the customer service representative responding to phone calls and customer requests. Assists in coordinating and implementing the day-to-day operations of the office such as prepares/routes correspondence, generates reports, assembles and mails materials; files and archives documents in accordance with retention schedule. Orders and maintains office supplies/postage and other supplies.
• Performs monthly reporting and documentation for all unit personnel such as overseeing all aspects of the SCEIS time and leave program for regional employees; runs appropriate time reports; makes adjustments/edits to time entries and leave records as needed. Assists Administrative Assistant with providing regional employees with Human Resources time sensitive materials and information related to benefits programs as well as policy and procedure updates.
• Prepares and processes purchase order and requisitions related to utilities and other regional expenses. Assists the Administrative Assistant with processing and reconciling VISA procurement card purchases.
• Assists landowners, consulting foresters, and vendors on non-technical information. Prepares the scheduling calendar for use of the regional facilities; collects rental fees and deposits for tree planting equipment.
• Performs special projects/assignments and other administrative duties as requested by the Regional Forester or Administrative Assistant in support of the agency's mission and strategic initiatives.

Minimum and Additional Requirements

• A high school diploma and computer skills.
• Communication abilities and willingness to work with others.
• Criminal background check and valid driver's license is required.

Additional Comments

• Position is located in an office environment. Must be able to remain in a stationary position for long periods of time operating a computer. Moves around the office to access file cabinets and office machinery. Must be able to lift 25 pounds, bend, and squat to file documents.
• Work schedule is Monday-Friday, 8:30 am to 5:00 pm.
• General knowledge of the agency's mission, programs, and organizational structure. General knowledge of office procedures, equipment and practices of office management. Proficient telephone skills and the ability to work with a high level of job accuracy, efficiency, and dependability. Ability to communicate effectively, deal courteously and interact appropriately with staff members, customers and the general public. Ability to exercise discretion concerning highly sensitive and confidential information.
• Under general supervision, exercise sound judgment and discretion in making routine decisions and implementing the Commissions policies and procedures.