Division Administrative Specialist - Platting Division

Matanuska-Susitna Borough•Palmer, AK

13h

About The Position

This position is responsible for providing specialized administrative support for the operations of an assigned Borough division, specifically the Platting Division. The role involves clerking and facilitating Platting Board meetings, managing all communications with Platting Board members and the public, and compiling and organizing meeting materials such as Agendas, Packets, Handouts, and Minutes. This includes creating public hearing notices and generating mailings. The position requires public speaking, communication, time management, and organizational skills. Work is performed in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness and Teamwork.

Requirements

High school diploma or equivalent
Specialized training in the field of work including college courses, certificate program, apprenticeship, etc.
Five (5) years of progressively responsible experience in the occupational field, sufficient to understand the major duties of the position, and to be able to answer questions and resolve problems.
Relevant and related skills and experience may include: Mailings, coordination of meetings, familiarity of Parliamentary Procedure, budgeting, purchasing, time/record keeping, composing reports, data entry, web page and social media management, assisting division/department staff, records management, must have good communication, organizational, oral and writing skills, be technologically adept and be a team player.
Possession of a valid driver's license issued by the State of Alaska for the type of vehicle or equipment operated.
If assigned driving duties/responsibilities, candidate must be at least 19 years of age with one (1) year of driving experience.
Possession of or ability to readily obtain voter registration within the Borough when assigned to Clerk's Office.
Possession of or ability to obtain Notary Public Commission from the State of Alaska within six (6) months from date of hire if required for assigned area.
Must successfully pass a pre-employment background check.
Completion of Incident Command System (ICS) courses, ICS 100 and IS 700, within ninety (90) days of hire.

Responsibilities

Prepares disbursement requests to process invoices for payment; tracks and prepares Division Manager's expenses for payment.
Prepares and executes various financial and responsibility agreements.
Prepares purchasing requests, codes letters of authorization and invoices, bills for cost recovery and other services, and processes claims for reimbursement.
Participates in Division budget preparation. Monitors budget expenditures and performs budget adjustments as necessary following financial procedures.
Maintains and updates internal project tracking data to include budgeted amounts, costs to date, notices to proceed, completion progress, change orders and related costs, final and substantial completion dates, and other specific information as needed.
Assists in project management and/or project close-out.
Creates, composes, edits, produces and/or distributes varied correspondence, legislation, reports, meeting minutes, advertisements, mailings, notices and other materials, from machine or oral dictation, drafts, or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction and typographical accuracy; presents finished materials for review, or distributes.
Commits to satisfying internal and external customers, within the scope and responsibility of position; builds and maintains customer satisfaction with the services offered by the organization.
Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.
Provides liaison with supervisor's contacts within and outside the organization; obtains and disseminates information; conveys supervisor's directions to subordinates and department staff.
Obtains, compiles, and presents in suitable form a variety of materials related to the supervisor's work; assumes responsibility for one or more division functions or completes special assignments, as assigned.
Process paperwork related to hiring of division employees; may check references of a potential employee; will determine and complete necessary pre-hire activities to include making sure the employee has the equipment they need prior to their first day of work; may participate on interview team.
Opens incoming mail and sorts into convenient categories for review; attaches related material when appropriate; prepares some replies independently.
May facilitate and/or serve as Parliamentarian for Borough boards and commissions associated with the Division's scope of responsibility.
Prepares meeting agendas and assembles packets of materials; records and prepares meeting minutes.
Serves as Recording Secretary at internal Division meetings, prepares agendas, notifications, background materials; takes minutes at meetings; and processes post-meeting documents.
May track and verify time records, gets information to the Finance Department in a timely fashion.
Screens the supervisor's telephone calls; determines which matters can be handled independently; refers some to another office or person to handle; responds to inquiries without advice or direction; maintains appointment calendar.
Serves as the main Records Coordinator for the Division. Establishes and maintains files, records, and other information sources related to work in compliance with the Borough Records Management Program; and provides assistance and direction to the other Record Coordinators in the Division.
Assists the Division Manager and other staff with any public records requests by gathering documents and making records available.
Obtains, compiles, and presents in suitable form a variety of materials related to the Division Manager's work; completes special assignments, as assigned; may apply for and track grants from various agencies for the Division.
Maintains appointment and event calendars, keeps suspense file on recurring and other scheduled requirements for replies and reports.
Maintains supplies inventory, orders supplies, prepares disbursement requests to process invoices for payment; tracks and prepares division expenses for payment.
Enters help tickets into the appropriate system for repairs of systems or equipment.
Gathers or searches for information from various documents; records information; makes adjustments or corrections; compares or verifies information; compiles data from source documents; computes numerical data.
Makes arrangements and coordinates travel schedules and reservations for meetings, training, and travel away from main work site location for Division personnel; may assess several alternatives which involve minor research.
May provide website design and updates to the work unit and/or division webpage.
Performs related work as required.