Administrative Specialist - Tier 1 (Plant Operations)

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

$36,732-$66,185

Ideal Candidate

The ideal candidate will interact with our Plant Operations Wastewater staff, including internal and external customers, displaying the willingness and ability to provide quality customer service in response to customer requests. The candidate will work with other team members to achieve Division and Department goals by asking for others’ ideas and perspectives, keeping others informed, looking for ways to develop others, and sharing knowledge. This candidate will also be expected to partner with personnel outside the team to achieve organizational goals. The candidate should have extensive computer skills with standard software such as Excel, Word, Outlook, etc.; be well-organized, utilizing calendars and reminders to aid themselves in completing tasks. The candidate should also have some procurement experience and a background in understanding established contracts and quotes. Our Plant Operation Division’s Administrative Specialists are held to a high standard of professionalism. Words and actions should reflect professional and ethical behaviors in accordance with County and Department standards

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 1

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 various complex administrative, secretarial, and confidential functions and duties supporting a section/divisional manager or senior divisional manager, and other professional staff.
• Composes, proofreads, and edits correspondence, memos, spreadsheets, minutes, logs, and reports in final form, for approval or signature of divisional manager or senior divisional manager.
• Reviews and distributes for the divisional manager or senior divisional manager, detailed incoming and outgoing mail, electronic mail, correspondence, and statements.
• Schedules, coordinates, and prepares meetings, meeting materials/handouts, appointments and conferences for divisional manager or senior divisional manager.
• Accesses and secures restricted, sensitive, and confidential records or information.
• Researches and responds to requests for information and assistance and determines priority status and refers to divisional manager or senior divisional manager, or other professional staff, as needed.
• Plans, organizes, and coordinates division-wide activities required by divisional manager or senior divisional manager, and other professional staff.
• May provide guidance and training, and review the work of others to ensure accuracy, completion, and timeliness; may supervise lower level administrative/clerical staff.
• May take and transcribe dictation, verbally or from electronic sources; may take department meeting minutes for divisional manager or senior divisional manager.
• Performs other related duties as required.

Job Specifications

• Knowledge of procedures, policies, and rules of assigned division or unit.
• Knowledge of processing administrative and secretarial procedures, such as word processing, files and records maintenance, transcription, and other related procedures.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
• Skill in the use of computers, com