Administrative Specialist III (Represented)

Administrative Support

This is full performance administrative support work requiring specialized skills and knowledge in a specific program area, or exercising complex general administrative support for an assigned department. Personal contacts are with County managers, employees, the general public, and other public or private sector agencies for the purpose of receiving and exchanging information, explaining procedures to facilitate a process, providing a service, or resolving program-specific problems. NATURE AND VARIETY OF WORK An employee in this class performs varied, detailed, and extensive administrative support work for one or more organizational units or for a designated functional area. Work involves a variety of administrative processes and methods, including the use of standard office equipment and multiple software applications to produce, develop, and review correspondence, reports, and other documents in a variety of formats. Work products support and affect the accuracy, reliability, and timeliness of office programs, services, and functions. Work involves performing complex administrative assignments, which include relieving a superior of important administrative details and increased contact with both internal and external customers and entities. Work requires the exercise of considerable independent judgment, initiative, and discretion based on a knowledge of administrative policies and procedures in the performance of daily activities. An employee in this class works independently to ensure the smooth operation of the office, handling or referring problems or unusual situations to the supervisor for resolution. Work performance is reviewed and evaluated by a supervisor. The work is sedentary in nature and performed in an office environment. This class of work is differentiated from the next lower level in the series by the detail, variety, and complexity of the work, increased independence when completing assignments, and the purpose and number of contacts.

Examples of Duties and Knowledge, Skills and Abilities

Uses standard office equipment and applicable current software applications to utilize records and databases, and prepare reports, data tables, and correspondence. Monitors and tracks expenditures of accounts, grants, budgets, and petty cash according to office procedures and generally accepted accounting standards. Monitors usage of budget allotments, equipment, supplies, and capital assets in support of program objectives. Maintains fiscal records, checks computations, verifies transactions, reconciles receipts with control records, and reconciles financial statements. Processes and verifies bills, claims forms, agreements, permits, refunds, invoices, and related or similar activities; responds to questions and resolves discrepancies, providing full administrative support through completion of program assignments. Issues, tracks, and updates inventory and supply of stock, equipment, uniforms, and supplies related to the program area. Performs, collects, and compiles statistical and financial data, and prepares reports. Contributes to the development, revision, and implementation of office, clerical, and administrative procedures to support the improvement and efficiency of operations. Receives telephone calls and visitors and schedules appointments; arranges and confirms meetings with various public and private officials and community organizations; makes travel arrangements. Develops and maintains a complex filing system that may include confidential information; creates and organizes records. Communicates with state and local agencies and public groups; answers inquiries requiring interpretations of policies, rules, and regulations. Prepares and distributes meeting and conference agendas and other meeting materials; attends meetings and conferences as required. Researches and reviews documents and reports for accuracy, completeness, and adherence to procedures. Performs related duties as required. KNOWLEDGE, SKILLS, AND ABILITIES Thorough knowledge of modern office practices, procedures, systems, and standard office equipment. Thorough knowledge of grammar, spelling, and proficiency in arithmetic. Thorough knowledge of departmental rules, regulations, procedures, and functions; general county operations and organization. Ability and proficiency in the use of County databases, standard office equipment, and current software applications. Ability to understand and follow complex oral or written instructions. Ability to conduct research, analyze, and determine the appropriate approach to complex situations. Ability to establish and maintain effective working relationships with employees and other county departments. Ability to deal effectively and courteously with the public. Ability to communicate effectively both verbally and in writing. Ability to maintain confidentiality of sensitive information. Ability to meet time-sensitive deadlines.

Minimum Qualifications

• Graduation from high school
• Four (4) or more years of experience in progressively responsible administrative support work

Supplemental Qualifications

Preference will be given to candidates that possess the following:

• Associate's Degree in Business Administration, Public Administration, Public Policy, Accounting, Finance, Communications, or a related field.
• Bachelor's Degree in Business Administration, Public Administration, Public Policy, Accounting, Finance, Communications, or a related field.
• Two (2) or more years of experience in general bookkeeping, entering purchase orders, and working with accounts payable processes.
• One (1) or more years of experience with Google Suite or Microsoft equivalent.

Benefits

• Medical/Health Insurance Plans
• BlueChoice Advantage EPO
• BlueChoice Advantage PPO
• Dental Insurance
• CIGNA Dental PPO (Buy-Up)
• CIGNA Dental PPO (CORE)
• CIGNA Dental HMO (DHMO)
• Vision Insurance
• EyeMed
• Employee Life Insurance
• Term insurance of $20,000 for employees at no cost.
• Ability to purchase Supplemental & Dependent Life Insurance
• Disability Income Insurance
• Pension Plan
• Normal retirement after 30 years of service or Age 60 and 10 years of service or election to enroll in the Employees Retirement Savings Plan.
• Deferred Compensation Section 457 Plan
• Direct Deposit
• Credit Union
• Holidays
• Twelve days provided per calendar year, thirteen in general election year
• Annual Leave
• Less than 5 years - 13 days
• 5 years to less than 10 years - 15 days
• 10 years to less than 20 years - 20 days
• 20 years or more - 26 days
• *Some positions will receive additional paid annual leave in lieu of holidays and personal leave.
• Disability Leave
• Accrual at a rate of 15 days a year
• Personal Leave Day, five per calendar year
• Leave Sharing
• Employee Assistance Program
• Free, confidential counseling for employee and family members 4X per year per problem per family member; also counseling on legal and financial issues; assistance in locating childcare and elder care
• Flexible Spending Accounts
• Dependent Care Reimbursement
• Health Care Reimbursement
• Voluntary Benefits
• Provides you an opportunity to enroll in any or all of the benefits listed below with the convenience of payroll deduction
• Universal Life Insurance with Long Term Care Rider
• United Legal Benefits