Administrative Services Specialist

Job Title

Performs routine administrative, clerical, and customer service work in support of General Services operations.

Job Description

Provides information to residents, internal customers, and staff regarding departmental services and receives and routes inquiries. Maintains records, processes forms and payments, and assists with office support activities. Work is performed under regular supervision in accordance with established procedures and policies. Performs other duties as assigned.

Essential Job Functions

Receives telephone calls, emails, and in-person inquiries from residents, staff, and external agencies, and provides routine information regarding General Services programs and services. Assists customers with applications, forms, service requests, and general service-related questions. Accepts and processes payments for Solid Waste services and issues receipts in accordance with established procedures. Enters and updates customer information, service requests, and other departmental records in designated systems. Maintains files, logs, databases, and other records for assigned programs and services. Prepares routine correspondence, notices, forms, labels, and other standard documents. Routes calls and messages to appropriate personnel and relays information to staff as needed. Assists with processing invoices and related paperwork for payment. Supports staff by copying, scanning, filing, mailing, and distributing documents and materials. Assists with maintaining office and operational supply inventories and notifies appropriate staff when replenishment is needed. Provides general clerical and administrative support to department staff.

Requirements/Preferences

Education: Required: High school diploma or equivalent. Experience: Preferred: Data entry, administrative, and customer service experience. Certifications/Licenses: Required: Valid Virginia driver's license with a good driving record. Knowledge, Skills and Abilities: Ability to interact with the public in person and by phone using tact and courtesy; interpret and apply County policies in researching and resolving customer inquiries, requests and complaints; and follow oral and written directions. Ability to function as part of a team, as well as develop and maintain excellent working relationships with staff, coworkers and the general public. Ability to acquire knowledge of the location of various County departments and offices. Ability to communicate with crews on the routes (via radio) to resolve issues both in the field and with citizens in real time. Skill in the operation of a personal computer and use of Microsoft Word and Excel. Strong knowledge of office terminology, procedures, and equipment technology. Basic knowledge of storeroom practices, including receiving, checking, and issuing procedures. Ability to understand oral and written instructions. Supervisory Responsibilities: None. Additional Requirements: Subject to a complete criminal history background search with acceptable results. Must also be able to perform the job as described in the Physical and Environmental Demands section of this job description.