Senior Administrative Specialist (IIO)

Job Overview

Performs administrative and office support activities providing customer service, clerical, secretarial, processing and/or internal Financial related duties, which may require varying degrees of independent judgment. Positions in this series will report to a Department Director or an Assistant County Administrator.

Starting Salary

$45,011 - $58,510

Ideal Candidate

The ideal candidate brings at least three years of experience providing senior-level administrative and operational support in a fast-paced, high-demand environment. This role supports executive leadership, department managers, and/or directors across a broad range of functions.

Key experience includes managing complex calendars and email communications, supporting departmental payroll processes, administering PCard transactions, coordinating office supply procurement, and processing non-financial transactions and travel documentation within an Oracle system.

The successful candidate demonstrates strong organizational skills, exceptional attention to detail, and the ability to manage multiple competing priorities while maintaining accuracy, efficiency, and professionalism under pressure. A commitment to excellent customer service, along with strong written and verbal communication skills, is essential.

Proficiency in Microsoft Office applications, including Word, Excel, and Outlook (email and calendar management)—is required, with the ability to effectively leverage these tools to support high-level administrative and operational functions.

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.

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 some or all of the activities described below.

• Independently performs a wide variety of paraprofessional administrative, secretarial and confidential functions and duties supporting a director or agency head.
• Manages and closely monitors director’s or agency head’s calendar; schedules and coordinates appointments, conferences and itineraries; makes travel and lodging arrangements; completes travel reimbursement documentation.
• Initiates and schedules tentative appointments for director or agency head; reserves venue, coordinates attendees; assembles handout materials, slideshow presentations and equipment.
• Reviews outgoing correspondence for internal consistency and proper conformance with administrative policies, approvals and signatures, as well as formatting, grammatical construction and typographical errors.
• Initiates and composes agendas, minutes, correspondence, memos, spreadsheets, logs, invoices, and reports in final form, for approval or signature of director or agency head.
• Interprets, recommends and implements improvements to administrative policies and internal workflow procedures.
• Independently determines for the director or agency head, priority status and special attention to important matters received or observed, such as incoming postal mail, electronic mail, correspondence, statements, face-to-face customers, phone calls and internal staff actions.
• In the director or agency head’s absence, ensures that requests for action or information are completed or referred to appropriate staff member or area of responsibility; determines whether director or agency head should be notified of high-priority or emergent matters.
• Makes recommendations and advises director or agency head on budgetary matters concerning office expenditures, such as equipment and supplies and monetary benefits, such as payroll, salary, and overtime.
  Independently processes, coordinates and adjusts payroll, timekeeping, schedules and leave requests for department or agency.
• Accesses, secures and monitors restricted, sensi