ADMINISTRATIVE SPECIALIST III

Position Summary

 

The Administrative Specialist III is an Administrative Assistant to supervisors.  This position is responsible for coordinating office activities, researching and preparing special reports, and developing, revising, and recommending administrative policies and procedures as directed by the supervisor.  This position is governed by state and federal laws and agency policy.

 

 

Key Business Processes/Duties

 

1. Coordinates assignments from the Area Manager to other staff.
2. Composes, types, and produces material as directed.
3. Maintains archives and indexes of DSB Financial Policies, Procedures, and Directives.
4. Monitors and maintains assignment log and prompts action for adherence to time frames.
5. Coordinates travel arrangements related to reimbursements for the DSB Area Manager.
6. Serves as a backup to picking up, sorting, and directing mail per the directive and routes the Director’s office mail.
7. Files and retrieves records.
8. Prepares ad-hoc reports, under the direction of the Area Manager, as needed for DSB management.
9. Provides support to the Area Manager in preparation and during quarterly board meetings.
10. Provides coverage and support for the DSB receptionist for breaks and absences.
11. Provide technical assistance and information to DSB staff.
12. Assists DSB Administration and managers to develop and analyze data to achieve maximum utilization of federal, state, and other funding.
13. Assists in the completion of federal and state financial reports.
14. Develop spreadsheets as assigned and within the time frames provided.
15. Assist the DSB financial personnel in the requisition and purchase order process as directed.
16. Serve as backup to purchasing function as assigned.
17. Serves as a trainer and support for the Rehab Assistant in the local region.
18. Performs other duties as assigned.

 

Position Information

Class Code: C056C

Grade: GS04

FLSA Status: NON-EXEMPT

Salary Range: $32,405.00 - $51,686.00

Summary

The Administrative Specialist III is responsible for coordinating office activities, researching and preparing special reports, and developing, revising, and recommending administrative policies and procedures as directed by supervisor. This position is governed by state and federal laws and agency/institution policy.

Functions

Researches and analyzes data pertinent to work programs and/or agency/institution goals and objectives and prepares reports explaining findings and recommendations. Assists in developing or revising policies, procedures, and directives based on research findings; submits to supervisor for approval. Compiles financial information used by supervisor to formulate budget proposals and monitors expenditures to ensure optimum operating efficiency. Reviews and answers or prepares correspondence relating to agency/institution programs. Interprets agency administrative directives, policies, and procedures to ensure consistent application. Provides information, assistance, and clarifications to interested parties concerning agency/institution programs, policies, and procedures. Assists supervisor by maintaining leave records, appointment calendar, and prioritizing incoming correspondence. May supervise a small to medium-sized administrative support staff and evaluate the work performance of incumbents. Performs other duties as assigned.

Dimensions

None

Knowledge, Skills and Abilities

Knowledge of the principles and practices of mathematics and statistics. Knowledge of research and analysis techniques and methods. Knowledge of work-related subject area. Knowledge of computers and software applications. Ability to prepare, present, and review oral and written information and reports. Ability to research and analyze related work program information. Ability to develop, recommend, interpret, and apply policies and procedures. Ability to analyze financial records and prepare reports. Ability to plan, organize, and direct the work of others.

Minimum Qualifications

The formal education equivalent of a high school diploma; plus three years of experience in a specialized or a related field appl