Administrative Specialist

Job SummaryThis position is responsible for providing specialized administrative support for the operations of an assigned Borough department. Work is performed and duties are carried out in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness and Teamwork.Pay Grade: M1 - M5 - DOEMinimum Requirements: Associate's degree in a course of study directly related to the occupational field. High School diploma or equivalent and any combination of post-secondary education or experience which provides the expertise required to perform effectively the functions of the position may substitute for the Associate degree on a year-for-year basis. Five (5) years of progressively responsible experience in the occupational field, sufficient to understand the major duties of the position, and to be able to answer questions and resolve problems, including two years supporting senior executive level positions. Experience related to work performed by the department is preferred. Related experience may include: Legislation preparation, database management, fiscal year budget prep, purchasing and invoice processes, board meeting coordination and management, grant processes and records management. Skills needed to excel in this position: proficiency in Word, Excel, Power Point, and Adobe Pro. Possession of or ability to readily obtain a valid driver's license issued by the State of Alaska for the type of vehicle or equipment operated. If assigned driving duties/responsibilities, candidate must be at least 19 years of age with one (1) year of driving experience. Must successfully pass a pre-employment background check. Possession of or ability to obtain Notary Public Commission from the State of Alaska within six months if required for assigned area. Completion of Incident Command System (ICS) courses, ICS 100 and IS 700, within ninety (90) days of hire.Duties/Responsibilities:Billing (Invoices & Reimbursements): Prepares disbursement requests to process invoices for payment; tracks and prepares Department Director's expenses for payment. Prepares and executes various financial and responsibility agreements. Prepares purchasing requests, codes letters of authorization and invoices, bills for cost recovery and other services, and processes claims for reimbursement.Budget: Organizes budget preparation efforts; enters all Department budget information; ensures all phases of the budget process are completed, submitted timely, and in the correct format. Monitors budget expenditures and performs budget adjustments as necessary following financial procedures. Maintains and updates internal project tracking data to include budgeted amounts, costs to date, notices to proceed, completion progress, change orders and related costs, final and substantial completion dates, and other specific information as needed. Assists in project management and/or project close-out.Correspondence: Creates, composes, edits, produces and/or distributes varied correspondence, legislation, reports, meeting minutes, advertisements, mailings, notices and other materials, for machine or oral dictation, drafts or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction, and typographical accuracy; presents finished materials for review, or distributes.Customer Service: Commits to satisfying internal and external customers, within the scope and responsibility of position; builds and maintains customer satisfaction with the services offered by the organization. Treats customers courteously; shows interest in, anticipates, and responds timely to customer needs; focuses on the customer's needs, rather than own. Explores options when unable to deliver a requested product or service, and pursues solutions until the customer is satisfied; provides status reports and progress updates to customers; seeks customer feedback and ensures needs have been fully met. Recognizes adverse customer reactions and develops better alternatives; takes responsibility to resolve customer complaints. Creates strategies to help the organization serve customers more effectively.Data Entry: Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.Director Liaison: Anticipates needs of the Department Director, provides liaison with Department Director's contacts within and outside the organization; obtains and disseminates information; conveys Director's directions to subordinates and Department staff; acts as main contact person for the Department with various state, federal, and local agencies.Hiring: Process paperwork related to hiring of departmental employees; may check references of a potential employee; will determine and complete necessary pre-hire activities to include making sure the employee has the equipment they need prior to their first day of work; may participate on Departmental interview team.Mail: Opens incoming mail and sorts into convenient categories for review; attaches related material when appropriate; prepares some replies independently.Meetings: May facilitate and/or serve as Parliamentarian for Borough boards and commissions associated with the Department's scope of responsibility. Prepares meeting agendas and assembles packets of materials; records and prepares meeting minutes. Serves as Recording Secretary at internal meetings, prepares agendas, notifications, background materials; takes minutes at meetings; and processes post-meeting documents.Payroll: May track and verify time records, gets information to the Finance Department in a timely fashion.Phones: Screens the Department Director's telephone and personal calls; determines which matters can be handled independently; refers some to another office or person to handle; responds to inquiries without advice or direction.Program Coordinator: May serve as the lead worker in regards to a Departmental software program and its function. Supports and serves as a non-technical expert for specific Department software program(s). May troubleshoot to resolve non-technical system related problems; coordinates with relevant IT System Administrators regarding user support and problem resolution. May create user documentation and train personnel on the use of the software program(s). Provides upper level support to users having difficulties with applications. May track and allocate software licenses; keeps current with the software program updates and newest versions.Records & Records Coordination: Serves as the main Records Coordinator for the Department. Establishes and maintains files, records, and other information sources related to work in compliance with the Borough's Records Management Program; and provides assistance and direction to the other Record Coordinators within the Department. Assists the Director and Department staff with any public records requests by gathering documents, making records available, and following the policies, procedures, and retentions regarding public records.Research: Obtains, compiles, and presents in suitable form a variety of materials related to the Department Director's work; completes special assignments, as assigned; may apply for and track grants from various agencies for the Department.Scheduling: Maintains appointment and event calendars, keeps suspense file on recurring and other scheduled requirements for replies and reports.Supplies & Equipment: Controls, monitors, and maintains departmental supplies, inclusive of preparation of related purchase requisitions and disbursement forms for all equipment and supplies as well as receipt of the material; matches purchase orders with shipments. Enters help tickets into the appropriate system for repairs of systems or equipment.Tracking: Gathers or searches for information from various documents; records information; makes adjustments or corrections; compares or verifies information; compiles data from source documents; computes numerical data.Training: Provides administrative staff training; creates and distributes training manuals. Coordinates with Division, Department, and other staff to implement changes to enhance systems and processes within the Department. Develops related office procedures and policies.Travel: Makes arrangements and coordinates travel schedules and reservations for meetings, training, and travel away from main work site location for Department personnel; may assess several alternatives which involve minor research.Website: Provides website design and updates the Department webpage.Performs related work as required.