Administrative Support Specialist

This is the third of four levels in the Administrative Support series. Incumbents provide primarily non-routine administrative support to a department or function. Duties require the interpretation of policies and procedures and the use of independent judgment. Responsibilities may include taking formal meeting minutes; tracking expenditures and budget status; creating unique, complex documents and correspondence; compiling, reviewing, correcting, and approving data; maintaining an inventory of supplies and/or equipment; preparing bids; and performing the duties of the lower levels. Incumbents may provide work direction to lower-level staff.

• Composes, edits, and reviews a variety of standard and/or specialized correspondence, reports, documents, applications, forms, violations, memos, and/or other applicable materials.

• Prepares meeting agendas and minutes; attends meetings and takes formal meeting minutes; distributes meeting minutes to appropriate individuals.

• Reviews and corrects a variety of data, confidential records, and information for the department.

• Organizes and maintains files, including creating and maintaining confidential department/employee files; files documents alphabetically, numerically, or by other prescribed methods.

• Maintains appropriate office supply levels within assigned area of responsibility and requisitions supplies as needed.

• Tracks a budget and monitors expenditures.

• May prioritize and assign work to lower-level staff; monitor the performance of lower-level staff; train staff on work methods and procedures; and participate in staff evaluations. 

• Performs other related work as required.

Education and Experience

• High school graduate or GED equivalent.

• Two (2) years of administrative support experience.  

• An equivalent combination of education and experience sufficient to perform the job's essential duties.

License and Certifications

• Some positions may require certification in their area of responsibility.

Knowledge, Skills, and Abilities:

Knowledge of:

• Modern office procedures and equipment.

• Recordkeeping principles.

• Mathematical concepts.

• English language, grammar, and punctuation.

• Report preparation techniques.

• Filing systems.

• Basic budgeting principles.

• Customer service principles.

• Computers and related software applications.

Skill in:

• Maintaining records and files.

• Preparing meeting agendas and minutes.

• Preparing specialized documents.

• Preparing reports.

• Using proper English, grammar, punctuation, and spelling.

• Monitoring a budget.

• Using computers and related software applications.

• Maintaining confidentiality.

• Prioritizing and assigning work.

• Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to receive work direction.

Physical Requirements:

The work is sedentary work which 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, including the human body. Additionally, the following physical abilities are required: 

• Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.

• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.

• Grasping: Applying pressure to an object with the fingers and palm.

• Handling: Picking, holding, or otherwise working, primarily with the whole hand.

• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination sound. 

• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. It occurs to a considerable degree and requires substantial use of upper extremities and back muscles. 

• Mental Acuity: Making rational decisions through sound logic and deductive processes.

• Pulling: Using upper extremities to exert force to draw, haul or tug objects in a sustained motion.

• Pushing: Using upper extremities to press against something with steady force to thrust forward, downward, or outward.

• Reaching: Extending hand(s) and arm(s) in any direction.

• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

• Standing: Particularly for sustained periods of time. 

• Stooping: Bending body downward and forward by bending spine at the waist. It occurs to a considerable degree and requires full motion of the lower extremities and back muscles. 

• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

• Visual ability 1: sufficient to perform an activity like preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

• Walking: Moving about on foot to accomplish tasks, particularly for long distances or move from one work site to another.