Administrative Specialist I (Public Works)

The Administrative Specialist I performs entry-level administrative support or technical program assistance in disseminating information for a variety of functions, divisions, or departments.

1 Prepares, interprets, and disseminates information concerning departmental programs and procedures; prepares, edits, and distributes correspondence, reports, studies, forms, and documents.

2 Participates, assists, and supports in the planning and execution of a department program; develops, coordinates, and maintains record keeping and filing systems; handles petty cash and performs general accounting duties.

3 Assists in the development of administrative or technical policies and procedures for programs, department initiatives, or other projects.

4 Coordinates, organizes, and facilitates meetings, conferences, and seminars for department or division; assists in coordinating work and various projects between units of the department.

5 Compiles and analyzes data, makes calculations, and prepares reports; assists and supports high level administrative staff in the development and dissemination of data and information; runs monthly division reports to ensure performance measures are met.

6 Assists in the preparation of presentations for administrative hearings.

7 Researches, composes, designs, and edits publications such as brochures, forms, and manuals; provides support for other document, marketing, and departmental publishing.

8 May assist in the development of training materials; provides training for subordinate administrative staff to ensure quality and efficiency of work; monitors and ensures all licenses, certifications, and physical paperwork are accurate and up to date.

9 Responds to inquiries regarding rules, regulations, policies, and procedures; provides excellent customer service; monitors department inventory and ensure the procurement of required essentials.

10 Performs any and all other work as needed or assigned.

EDUCATION:

• High school diploma or GED.

• Five (5) years of administrative support experience involving two (2) or more of the following:
  • Accounts payable/receivable
  • Correspondence/publication preparation.
  • Procurement
  • Budget analysis/preparation
  • Contract administration.
  • Policy/procedure development.
  • Records management and/or report writing.
  • Financial management experience.

• An associate degree in any field plus three (3) years of the specified experience will meet the education and experience requirements.
• A bachelor's degree in business, education, or social science field plus one (1) year of the specified experience will meet the education and experience requirements.
• A bachelor's degree or higher in any field other than those stated above, plus three (3) years of the specified experience will meet the education and experience requirements.
• A master's degree or higher in business, education or social science field will meet the education and experience requirement.

Knowledge, Skills & Abilities: 1 Knowledge of office practices and administrative procedures.

2 Knowledge of customer service techniques to resolve problems and issues.

3 Skill in standard office equipment and software.

4 Ability to implement administrative procedures and to evaluate their effectiveness.

5 Ability to coordinate, lead and train others.

6 Ability to interpret rules, regulations, policies, and procedures.

7 Communicating effectively verbally and in writing.

8 Establishing and maintaining strong working relationships.