Administrative Specialist III

Clallam County•Clallam County Courthouse, WA

About The Position

The Administrative Specialist III performs complex administrative, fiscal, technical, and program support functions for the Parks, Fair & Facilities Department. Serving as a primary point of contact for the public, staff, vendors, and other agencies, this position provides day-to-day office coordination, customer service, records management, payroll, accounts payable and receivable, revenue tracking, and other financial support. Working under general supervision, the position exercises independent judgment in interpreting and applying policies, procedures, regulations, and established work methods to address routine to complex administrative and operational matters. The position coordinates departmental administrative processes and specialized programs, including public records, online reservations, special occasion permits, campground services, memorial bench and table requests, and Parks Advisory Board support. Responsibilities include preparing reports and financial information, assisting with budget development and monitoring, processing contracts and Board of County Commissioners materials, coordinating meetings and projects, maintaining confidential records and databases, supporting hiring and onboarding, and preparing required tax and financial reports. The position also provides technical guidance and training to staff, serves as a liaison with County departments, vendors, regulatory agencies, and community members, and conducts research and analysis to support management decisions and recommend improvements to departmental operations.

Requirements

Requires 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.
Associate’s degree (AA) or equivalent from an accredited college or university, with major coursework in Business Management, Public Administration, or a closely related field.
In lieu of the Associate’s degree, an additional two (2) years of directly related experience may substitute for the education requirement.
Minimum five years of related experience in progressively responsible positions providing administrative and/or fiscal support, preferably within a local governmental or public-sector entity.
Demonstrated attention to detail in written and verbal communications.
Proficiency with Windows-based software and Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, as well as internet and database applications.
Experience compiling, organizing, and preparing reports to address operational needs and inquiries.
Demonstrated ability to organize work, respond effectively to changing priorities, and manage multiple responsibilities.
Ability to establish and maintain effective working relationships with coworkers, other departments, partner agencies, and members of the public.

Responsibilities

Provide general office support including answering phones, distributing mail, processing travel and registration, ordering office supplies, and coordinating the meetings within the department as needed.
Provide administrative assistance to the Administrative Operations Manager in the execution of assigned projects, ensuring their successful completion.
Assist in scheduling meetings.
Generate and print multiple reports from a variety of systems into excel spreadsheet for program utilization and statistical reports.
Maintains departmental files and records ensuring confidentiality of records in a public space.
Destruction of records in accordance with established procedures.
Distribute departmental information to internal and external individuals.
Assist with meeting coordination.
Provide technical assistance to the Administrative Operation Manager in preparation of departmental contracts for management, tracking and billing.
Assist with monitoring and updating policy and procedures as laws and requirements change.
Process various items for review and approval by Civil Attorney.
Process items to be presented to the Clallam County Board of Commissioners (BOCC).
Assist Administrative Operations Manager in the utilization of NEOGOV for the purpose of hiring, training and onboarding.
Collaborate with Administrative Operations Manager to establish uniform correspondence procedures and style practices to be used when responding to services provided by the department and facility availability.
Create and maintain filing systems and databases
Serves as the department’s Public Records Specialist by performing the duties as described in Administrative Policy 321.
Assist in interpreting regulations, policies and procedures; Provide guidance, and training to other department staff, as directed
Prepare department payroll ensuring accurate timekeeping by department staff
Attend department staff meetings and coordinate activities with other County departments and/or outside agencies; represent the department at meetings with other County departments and/or agencies, as directed
Report work performed to the Administrative Operations Manager through reports, conferences and occasional check of in-process work and review of results achieved.
Act as liaison with other departments, vendors, and regulatory agencies, as required
Ensure that all required office supplies are available as needed and that the office equipment are in proper working order.
Arrange for repair or replacement of office equipment as needed.
Special Occasion Permits – accepting applications, process through approval and fee collection
Perform clerk duties for Parks Advisory Board, attending their monthly meeting, provide meeting minutes
Assist with annual development of budgets as requested.
Provide monthly reports to Administrative Operations Manager for tracking department revenue and ensure it is posted to the correct revenue budget line and to ensure the department remains within budget.
Monthly preparation and submission of Excise Tax Return to the Washington State Department of Revenue on behalf of the department, applying thorough knowledge of the county's policies, practices, and procedures as they pertain to statutes and regulations regarding the operation, function, and reporting requirements of the department.
Initiate improvements or revisions in record keeping systems to ensure payments accurately made on time.
Perform accounts payable duties, ensuring invoices are paid accurately and on time
Prepare, provide, and distribute program and facility publicity, promotion and advertising including pamphlets, radio, website, and other sources of promotional media to promote the County fair, parks, campgrounds, and day-use facilities
Assist with gate receipt reconciliation during annual Fair
Utilize the online reservation system to provide information and analysis to the Administrative Operations Manager for business-related decisions.
Respond to reservation questions & emails
Assist campers via email and telephone with finding reservations, canceling and modifying existing reservations, issuing refunds as appropriate
Assist Manager with citizen questions and/or complaints and respond as necessary;
Prepare Reports from Campground data
Order park brochures, and arrange distribution to campgrounds, facilities and local tourism bureaus.
Accept Memorial Bench/Table requests, coordinating with Park Managers to determine best placement, order associated memorial plaque and arrange to have it installed by maintenance staff.
Research Memorial Bench/Table price at similar jurisdictions to determine if Clallam County’s pricing should be reevaluated.
Recommend price increase to Director based upon research findings.