Administrative Specialist

Testing is required for this position. Test results must be received by the posting deadline to be considered. Testing is conducted by the Idaho Department of Labor Magic Valley Office. The office hours are Monday to Friday, 8 a.m. – 5 p.m. To receive testing links, call View phone number on click.appcast.io, email View email address on click.appcast.io, or visit the Department of Labor Magic Valley Office at 420 Falls Avenue in Twin Falls. Please note: If you took tests through the Department of Labor for a company other than Twin Falls County, your test scores are not automatically sent to us and you will need to mail, email, or fax them to our office before the posting deadline.

CLASSIFICATION SUMMARY

Performs administrative and clerical duties related to the services offered by the assigned department. Employees in this class perform a wide range of office support functions using independent judgment in applying existing policies and procedures to complete assignments. This involves knowledge of multiple procedures and program guidelines to make decisions. Employees respond to non‑routine inquiries and explain department services, policies, procedures and rationale for decisions to customers. Employees typically utilize a variety of computer operations and/or specialized software to complete daily assignments. The classification’s primary and diverse duties include creating, reviewing and processing documents and records, identifying and correcting errors and omissions on documents received from staff, and/or public, performing data entry, maintaining records, and scheduling appointments. Work is usually performed in or near a front counter or office where customers can easily be accommodated.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Answers incoming phone calls and greets walk‑in customers, provides general information to the public, answers questions and inquiries, and provides referrals to other departments or staff as needed; Processes claims for services and enters information into County system for accounts payable; Takes and records reservations for parks and the pavilion; notifies staff of reservations; Enters spray records for weed Control services weekly through spray season; Sends out agenda for Parks & Waterways Board, the Tree Board, and the Noxious Weed Board; publishes notice of meeting, takes and transcribes meeting minutes, and files complete and accurate records; Accepts, receipts and deposits revenues for Parks and Weeds; Provides customer service to explain processes and procedures of Parks and Weeds Departments; Sets appointments for designated staff; Accepts and/or reviews paperwork/applications from customers; Compiles, copies, sorts and files/records of office activities, business transactions and other activities; Maintains accurate and complete records, files and documentation; Prepares logs and/or reports; Serves as cashier to accept and receipt monies; Reconciles cash drawer daily and submits report to supervisor; Creates word processing documents and spreadsheets and/or works with specialized department software; Responds to Commissioners', elected officials', County employees' and citizens' questions and comments in a courteous and timely manner; Performs time management and scheduling functions, meets deadlines, and sets project priorities; Communicates and coordinates regularly with appropriate co‑workers to maximize the effectiveness and efficiency of interdepartmental operations and activities; Maintains strict confidentiality in all cases; Assists other department and County employees as needed or requested; Performs all work duties and activities in accordance with County policies, procedures, and safety practices.

SECONDARY DUTIES AND RESPONSIBILITIES

Purchases food and water for Board meetings; Performs other duties as assigned.

CLASSIFICATION REQUIREMENTS

Knowledge of: Parks and Weeds services and procedures; Current office practices and procedures, including data entry; Record keeping and filing practices and procedures; Customer service skills; Bookkeeping, cash handling, and accounting practices and procedures; Customer service procedures, techniques, and objectives; Operation of a personal computer and job‑related software applications; Research methods and related project management; Leadership and employee training methods. Skill and Ability to: Perform typing of 30 wpm or more, data entry skills, basic office skills. Read, comprehend and interpret Parks and Weed Department services and procedures. Make arrangements for, take minutes and transcribe or record Parks and Weeds meetings. Reconcile cash receipts and make deposits. Provide effective customer services with patience and accuracy. Assess problem situations and develop effective answers, with or without the supervisor’s help. Perform duties with accuracy and attention to detail. Prepare reports on activities as requested. Enter and retrieve data accurately and efficiently into a computerized system. Establish and maintain accurate records and files, both computerized and hardcopy. Speak clearly and communicate accurate information to others. Use English to communicate effectively with others. Proficiently operate computers, software programs such as Microsoft Word, Excel, PowerPoint, or similar office software to create documents and other materials, maintain information, and generate reports. Listen carefully to, understand, and effectively communicate through oral, written, and interpersonal communication channels. Follow verbal and written instructions. Work independently and exercise initiative, with general guidance and supervision. Use good judgment to make sound and reasonable decisions and problem‑solving skills to respond to customer service needs in accordance with laws, ordinances, regulations and established policies. Maintain a professional demeanor at all times. Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time‑sensitive deadlines. Demonstrate integrity and ingenuity in the performance of assigned tasks and solving problems. Perform all duties in accordance with County policies and procedures with regard for personal safety and that of other employees and the public. Maintain confidentiality.

ACCEPTABLE EXPERIENCE AND TRAINING

High school diploma or GED; and Three years’ experience in an office, preferably in the public sector; or An equivalent combination of education and experience that provides the required skills, knowledge and abilities to successfully perform the essential functions of the position may be considered. Must possess a valid Idaho driver’s license. Must successfully pass background investigation relevant to the position and remain in good standing for the duration of employment with the County.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this classification, the employee is frequently required to stand, walk, sit, stoop, kneel, bend, use hands to keyboard or type, handle materials, or manipulate tools used in performing the essential functions and reach with hands and arms. The employee must occasionally or frequently lift and/or move up to 25 pounds and infrequently up to 50 pounds. Specific vision abilities required by this classification include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions and communicate effectively in person, by telephone. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate. #J-18808-Ljbffr Twin-Falls-County