Administrative Specialist

Job Description

The Administrative Specialist I serves as the primary customer service representative for the Board of County Commissioners (BOCC) front desk. This role manages the daily operation of the front desk, ensuring professional, timely, and accurate service to internal and external customers. This position also provides cross-functional support to all Clerk to Board units and maintains strict confidentiality when handling sensitive information and interactions. Front desk responsibilities may be assigned on a rotational basis depending on departmental needs, requiring flexibility and the ability to adapt to shifting priorities.

This position requires strong customer service skills, comprehensive knowledge of BOCC procedures and statutory requirements, and flexibility to support multiple departmental functions as needed.

STARTING SALARY- $ 21.23 hourly/$44,158.40 annually

CORE COMPETENCIES

• Customer Commitment - Proactively seeks to understand the needs of our customers and provide the highest standards of service.
• Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.
• Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.
• Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.

JOB SPECIFIC COMPETENCIES

• Knowledge of procedures, policies, and rules governing the Clerk's Office.
• Knowledge of business English, spelling, punctuation, mathematics, and modern office methods, practices, procedures, and equipment.
• Knowledge of Clerk, County, and community resources and of available information and service sources.
• Skill to carry out complex administrative, secretarial, and confidential duties.
• Skill in the use of computers, computer-related software or programs, local networks, databases and internet search engines.
• Ability to demonstrate excellent communication skills to present oral and written comments and recommendations clearly and concisely and to interact with staff at all organizational levels and the public in a courteous and effective manner.
• Ability to transcribe documents and information from different sources.
• Ability to handle restricted, sensitive and confidential information.
• Ability to serve the public and represent the Clerk's Office with courtesy and professionalism.
• Ability to use initiative and exercise sound judgment.
• Ability to prepare and maintain records and reports.

REPRESENTATIVE DUTIES

• Serve as the primary front desk representative, greeting visitors, answering inquiries, and providing exceptional customer service to the public, county staff, and officials.
• Manage day ? to ? day front desk operations, including handling calls, visitor check ? in, correspondence distribution, and routing requests to appropriate staff.
• Help determine daily priorities for the front desk and ensure efficient workflow, timely completion of tasks, and balanced workload distribution.
• Support problem ? solving efforts related to front desk operations.
• Provide guidance on front desk procedures, customer service standards, and departmental best practices.
• Demonstrate flexibility and adaptability to changing work assignments and evolving departmental needs.
• Provide clerical support across Clerk to Board units as needed.
• Provide administrative assistance to the Board of County Commissioners, including but not limited to work orders, office supply coordination, and related tasks.
• Assist with processing BOCC ? related documentation in preparation for BOCC meetings, workshops, public hearings, and other BOCC ? scheduled proceedings.
• Support records management, including responding to Commissioners' requests and ensuring proper documentation handling.
• Prepare tracking reports, spreadsheets, and related documentation, verifying accuracy as needed.
• Conduct research to respond to inquiries from staff, Commissioners, and the public.
• Promote effective communication, teamwork, and collaboration across all Clerk to Board departments.
• Maintain and update front desk procedures, departmental responsibilities, and prepare weekly operational updates.
• Maintain daily and weekly reporting to support operational transparency and accountability.

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

A High School Diploma or equivalent; and two (2) years of administrative/secretarial experience.

Or

An equivalent combination of education, training and experience that would reasonably be expected to provide the job-specific competencies noted below.

PHYSICAL DEMANDS

The work is sedentary and requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects; may also require crouching, manual dexterity, grasping, handling, hearing, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, talking, and walking.

WORK ENVIRONMENT

Work is performed in a dynamic environment that requires incumbent to be sensitive to change and responsive to changing goals, priorities, and needs. This position is fully on-site and requires regular presence in the office.

JOB CLASS

Classified - An employee who is appointed to a full-time classified position (including reduced hour position) and not identified as an unclassified employee. Classified employees obtain appeal rights upon successful completion of their initial probation or the extended initial probation.

CAREER PATH

• Supervisor
• Manager
• Director
• Sr. Director
• Chief Deputy