SENIOR ADMINISTRATIVE SUPPORT SPECIALIST

SENIOR ADMINISTRATIVE SUPPORT SPECIALIST

Emergency Services

General Statement of Duties

Works independently to perform a variety of responsible administrative and program support duties requiring a comprehensive understanding of the departmental mission, regulations, procedures, and services.

Distinguishing Features of the Class

An employee in this class performs a variety of advanced journey-level administrative and technical support duties. Work generally requires the employee to independently perform a wide variety of administrative duties supporting a department or major operational unit of the County organization. Positions in this class require information processing, office management, customer service skills, accounts payable, and include some program management tasks.

Administrative duties require tact and discretion in handling sensitive or confidential matters. Work requires independence and initiative and may include providing technical assistance to other staff. Guides include written manuals, instructions, and comprehensive rules and regulations. Sound judgment is required in performing these responsibilities. Work is performed under the supervision of a division or department head and is evaluated through observation, conferences, and ongoing review of work quality and effectiveness.

Duties and Responsibilities

Essential Duties and Tasks

• Provides customer service requiring considerable knowledge of the department’s services, regulations, and procedures; answers a variety of questions and selects appropriate materials to respond; explains rationale and handles inquiries independently; refers complex issues as needed.
• Interprets complex rules, regulations, and information on program and organizational operating standards.
• Collects and reviews data; compiles records and reports; creates tables, spreadsheets, or databases; maintains program files.
• Performs one or more specific program functions requiring specialized knowledge or skill.
• Prepares scheduled and special reports for management and/or government agencies requiring research and data generation from electronic and manual sources.
• Drafts and composes correspondence; reviews and verifies records and reports for accuracy; identifies inconsistencies and resolves discrepancies.
• Handles confidential or sensitive information appropriately.
• Performs accounting and budget monitoring functions for the department including monthly reports and reconciliations; may compile information for the department budget.
• Processes departmental timesheets; verifies accuracy of timesheets and leave records.
• May produce and send bills; collect fees; balance cash and receipts; prepare deposits.
• May serve as secretary to one or more boards by developing agendas, preparing agenda items, arranging meetings, and taking/transcribing minutes.
• Serves as point of contact for the county fleet; oversees the vehicle budget and coordinates maintenance of county vehicles.

Additional Job Duties

• Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

• Considerable knowledge of the department’s mission, functions, regulations, and practices.
• Considerable knowledge of modern office procedures and related office information technology equipment, software, and peripherals.
• Considerable knowledge of fleets and the WEX system.
• Working knowledge of County ordinances, procedures, and practices related to the assignment area; working knowledge of administrative, personnel, and purchasing procedures.
• Working knowledge of accounting principles, practices, and procedures.
• Skill in using information technology and software such as word processing, spreadsheets, and databases, including developing forms, templates, tables, and reports.
• Skill in communicating effectively and confidently in person and by telephone.
• Ability to work independently on responsible administrative support tasks, including confidential or sensitive assignments; ability to independently prepare meeting agendas and confidential correspondence.
• Ability to gather and give comprehensive information and instructions based on program knowledge and independent research.
• Ability to communicate technical knowledge of program and organizational operations.
• Ability to be tactful and courteous while being persuasive and confident in County business.
• Ability to compile information based on general instructions.
• Ability to maintain accurate and accessible accounts payable records.
• Ability to establish and maintain effective working relationships with supervisors, coworkers, and the public.
• Ability to evaluate office processes and procedures and recommend improvements.

Physical Requirements

• Must be able to perform basic life functions including reaching, pushing, pulling, standing, walking, fingering, grasping, talking, hearing, and repetitive motions.
• Must be able to perform light work exerting up to 20 pounds of force occasionally, up to 10 pounds frequently, and negligible force constantly to move objects.
• Must possess visual acuity to prepare and analyze data, perform accounting work, operate a computer, and perform extensive reading.

Desirable Education and Experience

Education and experience equivalent to graduation from a college or business school with an Associate’s degree and considerable journey-level administrative experience.

Application Link

Click below to apply:
https://www.cognitoforms.com/columbuscountync1/columbuscountyemploymentapplication