Administrative Support Specialist 3 (OPEN & PROMOTIONAL)

Spokane County•Village of Fonda, NY

1d•Onsite

About The Position

This position provides specialized support activities for programs or sections, such as processing payment vouchers and payroll, maintaining and manipulating complex computer databases and files, screening and distributing complaints, and setting up meetings, conferences, and schedules. It is the second level in a three-level office support classification series. The Administrative Specialist differs from the Office Manager by not conducting performance appraisals, administering disciplinary actions, or interacting with higher-level management on policy development. The Administrative Specialist generally reports to a Section or Program Manager/Supervisor or other management personnel. This classification is distinguished from the Customer Accounting Specialist series by requiring less accounting education, knowledge, and skill, with less than 50% of the time devoted to accounting duties.

Requirements

High School Diploma or GED equivalent.
Three (3) years of general office or related specialty work experience.
Coursework or training in office practices, secretarial science, or other related areas may substitute 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 the 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 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.

Responsibilities

Answers incoming calls, takes messages, and directs callers to the correct individual.
Receives and resolves or refers citizen complaints to appropriate authorities.
Types legal documents, letters, reports, minutes, agendas, contracts, and bids using a 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 statistical compilations, requiring an understanding of department programs, policies, and procedures.
Drafts financial, statistical, narrative, and other reports as requested.
Follows up on actions of a court, committee, or board to ensure decisions are implemented, documents are prepared, and appropriate parties are notified.
Resolves errors by researching causes and/or remedies, which may involve 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 tact, judgment, and confidentiality.
Responds to public inquiries in a courteous manner, answering inquiries in person and in written correspondence.
Reviews routine documents such as correspondence, application or claim forms, agreements, and permits for completeness, accuracy, or eligibility.
Schedules appointments, meetings, interviews, and/or rooms; makes travel or event arrangements; handles conference or event registrations.
Processes and/or enters data or information into a 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.
May perform the duties of the lower-level Office Technician classification series.
Performs other related duties as required/assigned.