Administrative Specialist

The purpose of this position is to varied and complex administrative support requiring knowledge of practices and procedures to effectively support the specialized responsibilities of assigned Department. This class works under general supervision, independently developing work methods and sequences.  

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Performs a variety of clerical tasks in support of assigned department functions, including but not limited to establishing and maintaining files and maintaining computer record-keeping functions.
• Assists customers and other department employees by responding to questions.
• Greets and directs visitors, as and when appropriate; resolves routine administrative problems and answers inquiries concerning office activities.
• Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles.
• Tracks and process purchase requisitions, purchase orders and invoices on computer; assures that vendors receive payment in a timely manner and investigates any outstanding purchase orders, invoices or inquiries from vendors, employees or others.
• Assists in the preparation of payroll by collecting timesheets and completing the department’s timesheets for approval and forward to payroll.
• Prepares invoices for accounts receivable.
• Prepare various departmental reports that may include: cost expense, budget analysis, travel vouchers, personnel changes, modifications, requisitions for purchasing, work management programs for update of input, data, personnel, and equipment.
• Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules.
• Performs related work as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one (1) year of college.
• Over one year and up to and including two years of related experience.