Administrative Specialist I

Performs technical and paraprofessional work assisting with a variety of specialized office assistance and administrative tasks in support of a department; does related work as required. Work is performed under direct supervision.

Provides primary office assistance and administrative support in a department following established procedures; prepares and maintains detailed, complex and/or confidential records and files; prepares reports; assists the public.

(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.)

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

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

• Assists with arrangement of meetings, conferences, inspections, etc.

• Prepares and maintains a variety of office files, accounts and other records; compiles information and verifies data.

• Assists with data collection and documentation;

• 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.

• Assists with transcribing 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.

• Assists with resolving inquiries or complaints from the general public.

• Maintains inventories and orders supplies.

• Operates a variety of standard office equipment.

• Performs related tasks as required.

General knowledge of the organization and functions of the department and of general administrative policies and practices; general knowledge of standard office practices, procedures, equipment and office assistance techniques; general 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 with supervision; ability to prepare effective correspondence on routine matters and to perform office management details with minimal support of others; 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 1 year of experience in administrative and office work. 

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