Administrative Specialist I - WSU Extension

Clallam County•Port Angeles, WA

About The Position

Under the general supervision of the Director of Washington State University (WSU) Clallam County Extension, performs a broad range of general clerical and administrative support functions to ensure efficient day-to-day office operations. Provides reception and customer service; maintains records, files, databases, and numeric information; processes mail and documents; enters and retrieves data; schedules meetings and appointments; maintains calendars; and orders and distributes supplies and equipment. Provides administrative support to Program Coordinators, including volunteer data tracking, event planning and logistics, and communications and outreach assistance. Exercises judgment in identifying priorities and time-sensitive materials while maintaining confidentiality, accuracy, and effective communication with internal and external customers.

Requirements

Knowledge of the field of assignment sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by examples in the above job description.
High school diploma or general education degree (GED)
A great deal of computer knowledge and ability.

Nice To Haves

Prior experience and/or training preferred

Responsibilities

Perform reception work and provide information derived from established policies, procedures and other relevant sources to internal and/or external customers; maintain security and confidentiality
Answer telephones; screen calls, respond to inquiries and/or refer callers to appropriate agencies or departments/divisions.
Open, date stamp, sort and distribute incoming mail and process outgoing mail
Checks, organizes, copies, binds, and prepares documents, files and informational packets
Receive, label, log, file and retrieve data. Ensures files remain in proper order; routes files or documents to requesting parties
Maintain numeric records such as inventory, head count and information
Inventory, order, collect and distribute supplies and/or equipment
Type and/or enters data into a computer for a variety of documents such as correspondence, agendas, schedules and forms. Maintains data bases such as address lists, inventory check-out records and/or visitor records
Schedule meetings and reserve conference rooms, schedule appointments and maintain calendars for supervisor and/or clients
Receives and reviews for completion a variety of documents and applications; receives money for items, fees, or services
Assist program coordinators with volunteer management data, including tracking of hours in volunteer management software, assisting volunteers with office needs.
Assist in program event planning including ordering and compiling needed supplies, scheduling, including timelines, locations, and logistics.
Communications assistance including program and event advertisement, editing outreach content, coordinating with various programs within the Department.
Proofread and verify own work
Assist or orient co-workers, as assigned
Identify priority and time-sensitive materials
Performs other duties as required