Administrative Specialist (Facilities)

Job Overview

Performs administrative and office support duties providing customer service, clerical, secretarial, processing and/or internal financial related duties, which may require  varying degrees of independent judgment. Positions in this series normally report to either a Section/Division Manager, or Division Director.

Salary

Min $39,312.00 annually

Mid $55,078.40 annually

Benefits

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• Generous PTO & Holiday Plan
• Health Plans
• Health Savings Account
• Dental & Vision Plans
• Employee Assistance Program (EAP) 
• Healthcare Flexible Spending Account
• Dependent Care Flexible Spending Account
• Tuition Reimbursement
• Cafeteria Benefit
• Life Insurance
• Short & Long-Term Disability Insurance

Core Competencies

• Customer Commitment - Proactively seeks to understand the needs of the customers and provide the highest standards of service.
• Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.
• Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.
• Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.

Tier 2

Duties and Responsibilities

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

• Performs a variety of advanced administrative, secretarial, and confidential functions and duties supporting a division director.
• Maintains division director's calendar; schedules and coordinates appointments, reserves venue, coordinates attendees; assembles handout materials, slideshow presentations and equipment.
• Prepares, proofreads, and distributes correspondence, memos, spreadsheets, log invoices, and reports in final form, for approval or signature of division director.
• Reviews incoming postal mail, electronic mail, correspondence, and statements; forwards to the division director or other professional and department staff.
• Recommends to the division director improvements to administrative policies and internal workflow procedures, as needed.
• Provides input to division director on budgetary matters concerning office expenditures, such as equipment and supplies and monetary benefits, such as payroll and overtime.
• Processes, coordinates, and adjusts payroll, timekeeping, and leave requests for division director's approval and signature.
• Accesses, secures, and monitors restricted, sensitive, and confidential records or information to include but not limited to records involving personnel, payroll, medical, performance, or discipline.
• May assist division director by following up on the status of time sensitive items within the department.
• May take and transcribe dictation verbally or from electronic sources; may take minutes, record and report meetings or proceedings for the division director.
• May prepare and distribute outgoing electronic mail and correspondence on behalf of division director; as authorized, may utilize an electronic signature or stamp for division director.
• May provide supervision, guidance, training, and review the work of subordinate administrative/clerical and administrative/secretarial staff to ensure accuracy, completion, timeliness, and corrective action, as needed.
• May meet with staff members or members of the public, on behalf of division director or other professional staff.
• Performs other related duties as required.

Job Specifications

• Knowledge of policies, procedures, and rules of the assigned department function or operation.
• Knowledge of processing administrative and secretarial procedures, such as word processing, files and records maintenance, transcription, and other relat