Administrative Support Specialist 3 chez Spokane County, WA
Spokane County, WA · Spokane, États-Unis d'Amérique · Onsite
- Professional
- Bureau à Spokane
About the Department
This position works 37.5 hours per week in Grants Administration.
This position specialized support activities for programs or sections, such as payment vouchers; payroll; maintain/manipulate complex computer databases and files; screen and distribute complaints; setup meetings, conferences and schedules. The position allocated to this class is the second level of a three level office support classification series.
TOTAL COMPENSATION: $51,029 - $71,480 annually. Total compensation is an estimate based upon base compensation, median retirement fund contributions, and current employer-paid health and related benefit contribution rates (including medical, dental, life insurance, long term disability, and leave). The actual total will vary depending upon each employee's enrollment choices.
Position Duties
- 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 Office Technician classification series.
- Performs other related duties as required/assigned.
Minimum Qualifications
- 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.
Other Qualifications
- 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.