ADMINISTRATIVE SPECIALIST II

Job Summary

Performs a wide range of highly responsible and complex administrative secretarial accounting and clerical duties to support efficient office operations. May oversee and review the work of subordinate clerical staff while ensuring effective coordination of departmental activities.

Responsibilities

• Answer and direct phone calls take messages and provide information as needed.
• Greet and assist visitors responding to inquiries requests and complaints from internal and external stakeholders.
• Manage personnel-related functions including payroll processing time tracking employee records and administrative documentation.
• Prepare process and maintain a variety of documents such as reports correspondence contracts meeting agendas/minutes financial records and regulatory reports.
• Perform administrative support duties including scheduling calendar management travel arrangements data research and report preparation.
• Maintain filing systems confidential records inventory and department databases.
• Support procurement activities equipment tracking and insurance documentation.
• Perform clerical tasks such as data entry mail processing copying filing and supply ordering.
• Assist with bookkeeping tasks including invoice processing budget preparation account maintenance and financial reporting.
• Coordinate office activities with other departments agencies and external partners.
• Assist in planning and organizing departmental functions and special projects.
• Supervise and evaluate clerical staff as assigned.
• Perform duties of other clerical personnel when needed.
• Operate office equipment and if required a vehicle.
• May notarize documents as needed.
• Maintain regular attendance and perform additional duties as assigned.

Qualifications

• High school diploma or GED equivalent.
• Six (6) or more years of administrative secretarial or related work experience or an equivalent combination of education and experience.
• Valid drivers license may be required.

Knowledge Skills and Abilities

• Knowledge of administrative clerical and bookkeeping practices.
• Understanding of applicable laws regulations and departmental procedures.
• Strong organizational communication and interpersonal skills.
• Proficiency in modern office technology and computer applications.
• Ability to prepare reports maintain records and handle confidential information.
• Strong attention to detail and ability to perform mathematical calculations.
• Ability to interpret complex materials and apply procedures accurately.
• Capability to work independently prioritize tasks and meet deadlines.
• Ability to supervise train and evaluate staff when required.
• Ability to remain professional and composed in high-pressure or emergency situations.

Physical Requirements

• Extended periods of sitting and working at a computer.
• Frequent standing walking bending kneeling and reaching.
• Ability to lift and carry up to 10 lbs.
• Occasional pushing and pulling activities.