Administrative Specialist III

Performs advanced technical and paraprofessional work assisting with a variety of specialized office assistance and administrative independent tasks in support of a department; does related work as required. Level of responsibility and independent work is greater than the Administrative Specialist II. Work is performed under general supervision. Supervision may be exercised over supportive personnel.

Provides primary office assistance and administrative support in a department; interprets and recommends changes to procedures; oversees the preparation and maintenance of detailed, complex and/or confidential records and files; prepares reports; assists the public; advises others on application of policy and procedures; supervises supportive office personnel.

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Provides lead direction to supportive office personnel, assisting with instructions and training as needed.

• Assists the general public and internal customers by providing information and answering questions in person, via e-mail or over the phone.

• Provides specialized assistance to the public with the completion of various records, applications, etc.; verifies completeness and accuracy of information; coordinates with other departments and agencies.

• Provides administrative support in developing and implementing department programs, policies and procedures. 

• Interprets and explains department policies, procedures and regulations.

• Oversees the arrangement of meetings, conferences, inspections, etc.

• Oversees processing accounts receivable, accounts payable, payroll, budgetary and other financial data; reconciles invoices with payment vouchers; prepares bills; performs calculations and posts to statistical and other records applying knowledge of regulations.

• Oversees the preparation and maintenance of a variety of office files, accounts and other records; oversees and supports the department’s budget; compiles information and verifies data.

• Reconciles bank statements; prepares detailed financial, statistical and project status reports, spreadsheets and papers.

• Enters a variety of data into computer; verifies statistical and other records for accuracy and completeness; enters and retrieves sensitive and restricted information into computer system; maintains updated the department information system for reporting purposes. 

• Takes and transcribes dictation; types a variety of documents including correspondence, forms, reports, purchase orders, requisitions, resolutions, ordinances, proclamations, court orders, meeting minutes, agendas and related documents, etc. where a knowledge of format and presentation is necessary; composes correspondence independently.

• Trains and leads supportive office personnel; participates in recruitment and selection of employees.

• Handles and resolves inquiries or complaints from the general public.

• Maintains inventories and orders supplies.

• Operates a variety of standard office equipment.

• Performs related tasks as required.

Advanced knowledge of the organization and functions of the department and of general administrative policies and practices; advanced knowledge of standard office practices, procedures, equipment and office assistance techniques; advanced knowledge of business English, spelling and arithmetic; ability to read, understand and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence on routine matters and to perform office management details using independent and judgment sense; ability to operate standard office and computer equipment including ability to operate specialized software; ability to establish and maintain effective working relationships with associates and the general public.

Any combination of education and experience equivalent to high school and 5 years of experience in administrative and office work. 

Graduation from an accredited community college with major course work in business management or related field is strongly desired.