Administrative Support Specialist

This position typically performs complex administrative tasks; and deals courteously and effectively with fellow employees and citizens. 
 
ESSENTIAL JOB FUNCTIONS: 

• Performs diversified administrative duties to support the Operations Manager and assists management staff with daily Radio Shop operations.
• Serves as a liaison between the Radio Shop, County departments, vendors, and outside agencies.
• Coordinates scheduling for vehicle equipment installations, radio repairs, maintenance, and other shop services, including notifying departments when work is completed.
• Creates, maintains, and updates shop work orders and service tickets for equipment installations, repairs, and maintenance.
• Maintains radio and equipment asset records, including tracking inventory, recording newly acquired equipment, and assigning and documenting asset tags.
• Manages Radio Shop inventory, including receiving and verifying equipment shipments, tracking equipment and supplies, and coordinating replenishment and ordering.
• Obtains and manages vendor quotes, purchase requisitions, purchase orders, and supporting documentation for equipment, materials, supplies, and services.
• Reviews, codes, and processes invoices for payment, verifies receipt of goods and services, and coordinates with vendors and Finance to resolve purchasing and accounts payable discrepancies.
• Coordinates shop personnel schedules and assists with employee timesheet collection, review, and payroll entry.
• Processes per diem and travel reimbursement requests and submits documentation to Finance.
• Assists in preparing annual budget requests and compiling financial and operational information for management reports.
• Conducts research, compiles data, and prepares reports and spreadsheets to support management decisions and departmental operations.
• Documents information during meetings and maintains accurate administrative and departmental records.
• Assists callers, visitors, and County employees in a professional and courteous manner, communicating necessary information to appropriate personnel.
• Processes departmental correspondence, performs general administrative and data entry duties, and prioritizes tasks to support daily shop operations.
• Performs other duties as assigned.

• High School diploma or equivalent;
• Four (4) years of related administrative experience;

Special Requirements: 

• Must achieve and maintain CJIS Level 4 certification;
• A criminal background check will be completed on selected applicant if a current one (less than 3 years old) is not on file.

Knowledge, Skills and Abilities: 

• Knowledge of personal computers, including Word and Excel.
• Knowledge of payroll systems and/or recordkeeping functions
• Skill in clerical tasks including filing, customer service, math, data entry and correct grammar usage.
• Skill in the use of general office equipment.
• Ability to manage inventory and property.
• Ability to maintain a high level of confidentiality.
• Ability to multitask, be detail oriented and possess good organizational skills.

This position requires the employee to sit and use hands to handle, feel, finger, grasp or operate objects, tools or controls; reach with hands and arms; use mental acuity and repetitive motion; and walk, talk and hear. The employee must occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.The work is regularly performed in a relatively safe, secure and stable work environment. Thirty-seven and one half (37.5) hours per week. Normal operating hours are Monday through Friday 9:00am until 5:00pm with the ability to work flexible hours when necessary. Scheduled hours/days, job location, duties and any other information contained herein is subject to change. May be required to work extra hours and to perform extra or different duties during emergency situations.