Administrative Specialist, Sr.

Crow Wing, County of•Brainerd, MN

About The Position

The Administrative Specialist, Sr. provides customer service and administrative support within the Community Services Department. The role frequently interacts with customers in person, by phone, and by email, providing information about department programs and services and directing customers to appropriate staff or community resources. Administrative support includes word processing, data entry, reporting, meeting preparation and coordination, receptionist functions, scheduling and calendar management, mail processing, and filing. Regular attendance according to the management-approved work schedule is required. Other related duties may be assigned.

Requirements

High school diploma or equivalent.
Formal preparation of less than one year, such as a certificate program in a related field, or equivalent knowledge gained through experience and/or education.
Three or more years of work experience of a similar nature and scope of responsibility.
Intermediate proficiency with Microsoft Word, Excel, and Access.

Nice To Haves

Ability to prepare correspondence.
Ability to read and interpret documents and procedural manuals.
Ability to perform arithmetic computations using whole numbers, fractions, and decimals.
Considerable skill using computer programs, including Word, Excel, Access, and Windows.
Previous experience working in a county environment.
General knowledge of computer operations.
Good grammar and communication skills.
Ability to think ahead and consider consequences, outcomes, and potential problems.
Ability to acquire knowledge of other government offices and their relationships to this office.
Ability to make work decisions in accordance with laws and policies.
Ability to work independently.
Knowledge of the criminal justice system.
Understanding of the Data Practices Act.
Ability to prioritize work assignments and accommodate several staff members at once.
Knowledge of problems encountered when working with juvenile or adult offenders.
Knowledge of the Court Services Tracking caseload management system (CSTS).
Ability to perform multiple tasks in a timely manner.

Responsibilities

Respond to customer inquiries and concerns, provide information, or refer customers to professional staff or outside agencies.
Ask questions to identify clients’ needs and direct them to appropriate staff members.
Provide clients with information about other community resources and assist with completing program forms.
Respond to employee requests for information by personal contact, phone, or email.
Type and edit materials, apply appropriate formatting, and follow up with authors when information is missing or incorrect.
Compose form letters and other routine correspondence.
Prepare special reports using specialized software programs.
Assemble and send application materials, attachments, and forms according to agency procedures.
Code, record, match, post, tally, verify, and correct data to maintain accurate records and mailing lists.
Maintain administrative or fiscal data and assist with preparing reports.
Sort and distribute incoming mail; collect and prepare outgoing mail.
Maintain adequate inventories of office supplies and forms.
Enter information into and retrieve information from databases.
Provide expertise and assistance with computer programs in the area of specialization.
Maintain complete and accurate client case records and advise clients of case assignments.
Perform other assigned duties effectively and professionally.
Maintain regular attendance according to the management-approved work schedule.