Administrative Specialist

Position Description

An Administrative Specialist works under the general supervision of a supervisor, communicates policies or procedures to staff and has input into planning and policy development. Work requires considerable analytical skill and the ability to plan and coordinate tasks.

The Administrative Specialist is distinguished from the Administrative Assistant by having greater responsibility in a majority of assigned duties including composition, budget, and lead responsibility.

Duties/Responsibilities

To perform this job successfully, an individual must perform essential duties to expected performance standards. Reasonable accommodations are made as required for persons with disabilities as defined under the Americans with Disabilities Act.

• Maintains effective public relations with park visitors, general public, and others by providing information and answering questions.
• Performs various administrative duties in support of assigned area(s) operations.
• Maintains confidentiality of sensitive records and information.
• Maintains asset records. Enters new items that are purchased or donated, as well as labels assets.
• Works assigned schedule, exhibits regular and punctual attendance and works outside of normal schedule as required.
• Processes bills and invoices for payment; and prepares and transmits a variety of financial documents and maintains record of financial transactions. In collaboration with accounts payable communicates with vendors to resolve errors and discrepancies.
• Develops budget recommendations and justification for a supervisor; analyzes and interprets budget and financial data; maintains department program budget records; verifies expenditures and codes to appropriate account; recommends and processes transfer of funds between budget categories; requests or initiates journal entries to correct or adjust charges against accounts; develops and monitors budgets for grants.
• Gathers information, compiles data, calculates descriptive statistics and prepares required reports of department or program activities; prepares annual state or federal reports; plans and carries out special projects for supervisor.
• Provides service to the public by responding to questions, offering assistance, and providing information. Collaborates internally, within, and across departmental boundaries, to provide information and service to others in the organization to contribute to the effective operation of the agency and all staff.
• Performs other duties as assigned
• Responsibilities may vary when assigned to different departments, but the essential duty of providing administrative and clerical support will remain the same. The following are examples of different responsibilities when assigned to different areas:
  
  

When assigned to Operations

• Works with user groups and event committees with detailed knowledge of facilities to assist with processing event permits, insurance requirements, maps and other related documents.
• Serves as a liaison with other departments and outside agencies, and explains policies when necessary.
• Maintains an internal department calendar of events, programs, meetings, rentals, trainings, staff vacations and functions.
• Enters and reviews data for the Task Analysis and cost of service spreadsheets. Updates and maintains the Park Services SharePoint site including creating new lists, documents, calendars, and making other web changes.
• Assists in preparation and analysis of annual budget for the Operations area, including compiling data, making revenue projections; monitors and tracks expenditures monthly. Assists with maintaining equipment and vehicles for Operations in the Asset Management System.
• Performs procurement, bidding and bid tabulations, and works with vendors for the purchase of equipment, uniforms, supplies, and printing services under established guidelines.
  
  

When assigned to Public Safety

• Serves as the department's Property Clerk.
• Receives, categorizes, stores and maintains custody of a wide variety of evidence and property in accordance with applicable local, state and federal laws and regulations.
• Releases evidence and property to rightful owners upon authorization.
• Maintains comprehensive records related to evidence and property.
• Staffs the Property Room and assists callers and the public in person and by telephone.
• Uses a computer and applicable software to enter and maintain data and produce a variety of correspondence dealing with evidence and vehicle maintenance records.
• Assists with or provides for the transportation of evidence and property for physical analysis and/or court proceedings.
• Checks court and police division records for case dispositions.
• Disposes of evidence and property that no longer has evidentiary value.
• Transports evidence and property for destruction when it no longer has evidentiary value and cannot be returned to the rightful owner.
• Assists evidence technicians in maintaining evidence supplies.
• Testifies in court as required.
  
  

When assigned to Planning and Projects

• Maintains various databases, records and files. Enters data into recordkeeping systems, and prepares reports pertinent to and in support of the department's operations.
• Assists in project bidding and award: processes bid documents, appropriates project funding, processes addenda, conducts public bid openings, records evaluation of bidders and selection of the successful bidder, processes project initiation documents.
• Develops, manages, and archives land and facility record documents, in GIS and other formats, such as acquisition records; property covenants, grant records and obligations, restrictions and requirements; property information; building permits, site survey drawings, construction drawings and specifications and project construction records.
• Ensures prevailing wage compliance: reviews wage rate reports and affidavits for prevailing wage rate construction projects; conducts on-site prevailing wage interviews; tracks wage determinations.
• Assists in grant application and tracking: gathers information, compiles applications, processes reimbursement requests and grant close-out, and tracks grant performance.
• Collects, develops, maintains, and submits documentation and reports required by public and private agencies for the purpose of meeting regulatory and grant requirements.
• Assists with project financial tracking: maintains project budget data; works with Finance to appropriate funds; processes contracts, purchase orders and change orders; assists with review and approval of vendor, consultant, and contractor invoices and other required contract documents.
  
  

When Assigned to Administration

• Serves as a liaison with other departments and outside agencies, and explains policies when necessary.
• Maintains an internal department calendar of regulatory filings including federal and state reports.
• Assists in preparation and analysis of annual budget for the Administration area, including compiling data, monitors and tracks expenditures monthly.
• Performs procurement, bidding and bid tabulations, and works with vendors for the purchase of equipment, uniforms, supplies, and printing services under established guidelines.
• Assists with managing records and adhering to records retention schedule. Files paperwork as needed.
• Assist with grants management and tracking.
  
  

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. A combination of appropriate education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of an acceptable qualification is:

• Associate's degree in administrative assisting, accounting, general business or a closely related field.
• Six years of experience providing progressively responsible administrative support.
• Willingness and ability to work occasional evenings and weekends as needed.
• Valid Driver's License which meets Five Rivers MetroParks' insurance carrier guidelines.
  
  

Additional Information

Candidates must successfully complete a criminal background check and drug screening prior to employment