Administrative Specialist (Public Works)

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 $17.66/hr

Mid 24.74/hr

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 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, computer related software or programs, local networks, databases, and internet search engines.
• Skill in communication and effective writing.
• Ability to transcribe documents and information from different sources.
• Ability to handle restricted, sensitive, and confidential information.
• Ability to serve the public and represent the County with courtesy and professionalism.
• Ability to effectively lead or supervise lower‐level administrative/clerical staff.

Physical Requirements

• This job is performed in a professional office environment.
• This job is largely a sedentary role.
• This job may require the incumbent to lift boxed up to 30 pounds, open filing cabinets, and bend/stand as necessary.

Work Category

• Sedentary work ‐ Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human