Administrative Specialist - Job & Family Services

Lucas County•Toledo, OH

20h

About The Position

JOB SUMMARY In addition to the following, other related duties are performed as required. Directly assists the Deputy Director with management and control activities to include monitoring caseloads and implementing auditing procedures. In the absence of the Deputy Director, assume responsibility for assigned administrative functions designated to be performed in their absence. May be assigned to conduct independent research and prepare reports, publications, or presentations. Responds to citizen questions/concerns, performs additional non-routine administrative tasks, and assists in preparation and dissemination of information through various sources to Agency staff. Answers telephone calls; prepares and maintains and/or oversees the preparation and maintenance of records, reports, correspondence related to agency activities and operations.

Requirements

Completion of an associate degree from an accredited college or university in public administration, business administration, social services, or a closely related field; and three (3) years of responsible administrative support and JFS program support experience; or any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities.
Must demonstrate skill in professional communications, typing - a minimum of 40 wpm; demonstrated problem solving and analytical skills, strong organizational skills and advanced proficiency with Microsoft Office applications (Excel, Outlook, Word, SharePoint and PowerPoint).
Must possess and maintain a valid Ohio or Michigan driver's license and must maintain a driving record that meets Lucas County insurability standards.

Responsibilities

Provides advanced administrative and program support for agency operations.
Performs a variety of complex, non-routine administrative tasks requiring independent judgment and knowledge of agency programs.
Completes assignments requiring advanced knowledge of program eligibility and agency policy.
Conducts independent research and analysis of programs, policies, and operational issues.
Collects, compiles, and evaluates data related to identified problems or areas of concern.
Prepares reports, publications, and presentations to communicate findings and support decision-making.
Compiles statistical data, including calculations of averages, percentages, and trends.
Make information available to appropriate parties to support informed decision-making and corrective action.
Assists in the preparation and dissemination of information to staff through various communication channels.
Prepares internal and external documents and communications for staff and agency partners.
Responds to and tracks inquiries, questions, and concerns from staff, customers, and community partners in a professional and timely manner.
Attend external events to provide information about agency programs and services.
Works collaboratively with all agency divisions to ensure consistency in policy interpretation, program application, and data reporting across the agency.
Reviews, assesses, routes, and responds to correspondence; monitors follow-up actions to ensure timely resolution.
Drafts forms, charts, pamphlets, and other informational materials as appropriate to support agency operations and communication needs.
Provides timekeeping support by processing entries and approvals in the agency workforce management system and department calendars on behalf of Deputy Directors, Managers, and Coordinators when assigned.
Assists in coordinating staff recruitment.
Assists with divisional training needs.
Schedules meetings for internal and external participants.
Making travel/training arrangements for staff.