Administrative Specialist

posted Jun 15, 2017, 7:10 AM by Debra Williams-Baker

Socorro County

Job Description

 

Job Title:          Administrative Specialist                                                             Job Code:             425

Division:          Administration                                                                             Effective Date:     04/15

Department:     Community Alternatives Program                                                 Last Revised:       

 

GENERAL PURPOSE

 

Performs a variety of routine administrative support and full performance complex clerical duties designed to expedite administrative functions of the office of the department of Community Alternatives and DWI Program.

 

SUPERVISION RECEIVED

 

Works under the close to general supervision of the Community Alternatives/DWI Program Director.

 

SUPERVISION EXERCISED

 

None

 

ESSENTIAL FUNCTIONS

 

1.        Provides general secretarial duties for the department; prepares correspondence, memos and related communications for administrative personnel; monitors staff schedules; coordinates meeting attendance; coordinates various operational activities and processes to encourage office efficiency; takes dictation and transcribes letters, memos, etc.; composes communications as requested; coordinates and assists in the planning of special events involving staff, county management, community business leaders, etc.

 

2.        Receipts and logs payments received by probationers; prepare and deliver deposit; track and file court notices, dates, and calendar dates for compliance officers; prepare client paperwork; arrange and take notes for meetings; prepare billing of unpaid screening and probation fees.

 

3.        Assists with Pre-Sentencing Compliance Program processes; performs intake on new PSCP clients; generates client files with all necessary documents; administers random UA testing on PSCP clients (female only, PO for males); conducts daily check-ins, issues travel permits; generates progress reports and violation reports on PSCP clients and delivers file/reports to the judge.

 

4.        Performs client “intake”, generates file and processes compliance intake paperwork; administers drug tests to clients.  

 

5.        Utilizes computer and custom software to enter data related to purchase orders and accounts payable; coordinates non-routine purchasing needs; negotiates prices for supplies; monitors and/or assists in the processing of purchase orders; orders and maintains office supplies; may processes invoices for payment.

 

6.        Types/word processes various reports and documents; reviews content for accuracy and completeness; makes grammatical and technical changes to content as needed; performs routine research and gathers data as needed to compile or complete reports as requested by department head.

 

7.        Monitors travel arrangements for department personnel; contacts travel agencies, airlines or other public transportation companies; schedules travel and delivers travel information to staff.

 

8.         Serves as primary departmental receptionist and operates telephone reception equipment; receives incoming phone calls, answers questions, takes messages, provides factual information, and refers calls to appropriate staff and offices; provides walk-in and calling public with information related to various departmental services; monitors all incoming mail.

 

9.        Performs other related duties as required.

 

MINIMUM QUALIFICATIONS

 

1.        Education and Experience:

 

A.                   Six months of specialized training in general office practices and procedures, PC operation and various software applications;

OR

B.             An equivalent combination of education or experience.

 


 

                                                                                                                                             Administrative Specialist, page 2

 

2.             Knowledge, Skills, and Abilities:

 

Working knowledge of general office maintenance and practices; filing systems (alpha and numeric), recording and filing procedures and methodologies; letter composition, grammar, spelling and punctuation; operation of personal computer and various software applications, i.e. MS Word, Excel, PowerPoint, etc.; operation of standard office equipment; basic mathematics; basic accounting or bookkeeping; interpersonal communication skills and telephone etiquette; basic public relations.

 

Ability to communicate effectively, verbally and in writing; work independently in meeting various time deadlines and work pressures; effectively deal with stress caused by strict deadlines and work volume; exercise initiative, independent judgment and to act resourcefully under varying conditions; maintain strict confidentiality related to sensitive administrative and case information; perform basic mathematical calculations; operate personal computer (windows) in utilizing various programs (MS Word, Excel, Page Maker, Power Point, etc.) to produce or compose formal documents, reports and records; establish and maintain comprehensive records and files; operate standard office equipment; develop effective working relationships with supervisors, fellow employees, and the public.

 

3.             Special Qualifications:

 

Must be able to pass a background check.

Must pass FEMA/NIMS and ICS courses as required for the position, within a time frame designated by administration.

 

4.             Work Environment:

 

Incumbent of the position performs in a typical office setting with appropriate climate controls.  Tasks require variety of physical activities, not generally involving muscular strain, but do require frequent walking, standing, stooping, sitting, reaching and occasional lifting. Talking, hearing and seeing are essential physical capabilities of the position.   Common eye, hand, finger dexterity required for many tasks.  Mental application utilizes memory for details, verbal instructions, emotional stability and discriminating thinking.

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