Administrative Specialist I

PURPOSE

The Administrative Specialist I performs a variety of administrative support duties according to standard procedures, which includes skilled word processing; preparing correspondence using a standard format; and having considerable public contact explaining policies and procedures.

DISTINGUISHING CHARACTERISTICS

This is the entry-level class within the Administrative Specialist series. Positions at this level typically perform similar duties as the Administrative Specialist II, but are not expected to perform with the same independence and judgment on matters relating to established procedures and methods. The Administrative Specialist I classification is also distinguished by the performance of the more routine tasks and duties assigned to positions within the series. Since this class is typically used as a training class, employees may have limited or no directly related work experience.

SUPERVISION RECEIVED AND EXERCISED

The Administrative Specialist I receives immediate supervision from assigned supervisory or management staff and supervision is not a responsibility for staff assigned to this classification.

ESSENTIAL JOB DUTIES

Duties may include, but are not limited to, the following:

1. Prepares forms, reports, correspondence, requisitions, tabulations, and other materials from copy, rough draft, transcription machine, or oral instructions using a word processor; and proofreads documents for typing and format errors.

2. Receives telephone calls or visitors; answers routine inquiries from the public; distributes appropriate forms and documents; refers callers to the proper sources; and screens visitors and schedules appointments.

3. Operates basic office equipment such as photocopier, facsimile machine, and calculator.

4. Operates computer hardware and software applications.

5. Assists in creating a positive and supportive work environment; enforces a safe workplace; establishes a culture of teamwork and communication; creates a workplace that promotes the organizational values of access and opportunity and actively promotes an environment respectful of living and working in a society accepting of all.

6. Operates microfilm equipment.

7. Maintains file, index, and recordkeeping systems requiring incumbents to sort, file, retrieve, and distribute records or other documents.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Modern office practices and methods;

• Operational characteristics and applications of data processing equipment;

• Proper English usage, spelling, grammar, and punctuation; and

• Basic mathematical principles.

Skills to:

• Provide timely, effective, and efficient customer service to the general public, clients, and other employees; and

• Interact patiently with individuals making inquiries regarding various County programs and services who may have little or no experience or knowledge of the services provided.

Ability to:

• Type at a speed necessary for successful job performance;

• Operate general office equipment;

• Communicate effectively both orally and in writing;

• Take and transcribe dictation at a speed necessary for successful job performance;

• Explain practices and procedures to the public; and

• Establish and maintain cooperative working relationships with individuals and groups who come from diverse backgrounds and represent members of the public, coworkers, and/or vendors.

MINIMUM QUALIFICATIONS

Education and Experience:

A typical way to obtain the knowledge and abilities would be:

• A high school diploma or equivalent. No experience is required.

• One (1) year of office or secretarial experience is desirable.

ADDITIONAL LICENSES, CERTIFICATES, PHYSICAL ABILITIES AND SPECIALTY REQUIREMENTS

• Some positions may require oral and written fluency in another language.

• Some positions may be required to possess a valid driver's and have an acceptable driving record per Washington County policy.

• Some positions may be required to pass a criminal background check.