Administrative Support Specialist 3

Spokane County

1d•Onsite

About The Position

GENERAL PURPOSE This position performs a variety of basic and routine clerical duties such as keyboarding or typing forms, letters, record entries, and other material, answers telephones, processes documents and records, extracts and compiles records or data, responds to inquiries concerning services and procedures, maintains and monitors established record keeping, collects and receipts fees, filing, and data base systems in support of office or unit operations. The position allocated to this class differs from the Administrative Support Specialist 1 classification by the routine nature of the clerical duties. Duties are recurring and accomplished by following established work methods or procedures. Within established guidelines, independently organizes, prioritizes and initiates work activities. Decision making authority (discretion) is limited to choice of appropriate methods or procedures. Guidance is provided in new or unusual situations. Deviation from established methods, procedures, or guidelines requires approval. Work is periodically reviewed to verify compliance with policies, procedures and standards.

Requirements

High School Diploma or GED equivalent.
Three (3) years of general office or related specialty work experience.
May substitute coursework or training in office practices, secretarial science or other related areas for up to two (2) years of the required work experience.
Knowledge of grammar, spelling and punctuation.
Knowledge of file maintenance techniques.
Knowledge of customer service techniques.
Knowledge of terminology, and basic procedures in area of assignment.
Knowledge of phone etiquette.
Knowledge of modern office practices and procedures.
Skilled in communicating effectively both orally and in writing, sufficient to exchange or convey information and to give and receive work direction.
Skilled in establishing and maintaining effective working relationships with co-workers, supervisors, officials and the general public.
Skilled in creating and maintaining filing systems.
Skilled in answering phones and greeting visitors.
Skilled in applying customer service techniques.
Skilled in preparing technical reports.
Skilled in performing basic mathematical calculations.
Skilled in using office equipment such as phones, copiers, calculators and fax machines.
Skilled in using computer and related software applications.
Skilled in advanced word processing.
Ability to handle interruptions efficiently and effectively.
Ability to assign and check the work of others.
Ability to research and prepare technical reports.
Ability to follow work direction.
Ability to be detail-oriented
Ability to work in an environment that requires a high degree of accuracy

Responsibilities

Answers incoming calls; takes messages as appropriate; directs caller to correct individual.
Receives and resolves or refers citizen complaints to appropriate authorities.
Types legal documents, letters, narrative and statistical reports, minutes, agendas, contracts, bids, etc. using typewriter or word processing program. Proofreads and corrects drafts for grammar, punctuation, spelling, and format.
Takes dictation and/or transcribes from tapes and answers correspondence.
Compiles data based on research techniques and on statistical compilations which require an understanding of department programs, policies and procedures. Drafts financial, statistical, narrative, and/or other reports as requested.
Follows up on actions of a court, committee, board, etc. to ensure that decisions are implemented, documents are prepared and appropriate parties notified.
Resolves errors by researching causes and/or remedies which may require contacting the public, vendors or public and private agencies, groups or individuals.
Maintains filing systems by deleting, purging and destroying records in accordance with established procedures. Takes and transcribes minutes and/or records hearings and meetings; prepares and distributes follow up materials.
Receives work from various sources and reviews and/or processes it for administrative use. Organizes, prioritizes and coordinates production into a usable form for management’s analysis, review and/or release.
Provides the public or other clients with information and/or policy and procedure guidelines regarding a wide variety of issues requiring the highest degree of tact, judgment and confidentiality. Responds to public inquiries in a courteous manner; answers inquiries in person and in written correspondence.
Reviews for completeness, accuracy or eligibility a variety of routine documents such as correspondence, application or claim forms, agreements and permits. Schedules appointments, meetings, interviews, and/or rooms; makes travel or event arrangements; handles conference or event registrations.
Processes and/or enters data or information in computer system; computes fees and issues relevant forms within statutory or office policy limitations; receives and issues receipts for payments for licenses, permits, services, etc. Records documents; prepares documents for recording identifying and logging key items for document recall; logs and tracks submitted and returned documents.
Prepares payment invoices, performs data entry and generates payment vouchers; reconciles statements and vendor invoices. Performs payroll duties such as time and wage computation and leave accrual and usage; prepares personnel action forms; orders departmental and office supplies; prepares vouchers and makes purchases.
Maintains stockroom including ordering, restocking inventory, bookkeeping, and bill paying. Prepares legal mailings/certifications as required by state and local laws; prepares letters and supporting documents for Board, Committee, or Hearing Body agenda items; arranges for meetings, conferences and hearings.
May assign, instruct and check the work of others on a regular and on-going basis. In addition to the duties listed, individuals in this classification may also perform the duties of the lower level Admin. Support Specialist classification series. Performs other related duties as required/assigned.
Purchasing Manages vendor/supplier registration and updates. Process Accounts Payable and Accounts Receivable transactions. Assist in the management of supplier accounts