Administrative Specialist I

This position will be assigned to the Water System, and located in the Operations Section of the Stormwater Management Division. This position provides administrative support across the Division, including but not limited to conference room scheduling, responding to customer calls, greeting walk-in customers, and performing tasks in the work order system.

An Excel and Data Entry skills test will be required for all applicants. The skills testing information and link will be sent via email prior to the closing date of this job announcement for applications received that successfully meet qualifications for this position.

Please note, failure to complete this assessment by the closing date of this posting will result in elimination from this position.

Serves as the receptionist or first point of contact for the public: answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary.

Provides clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.

Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.

Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records.

Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; develops databases and computerized reports.

Operates fax machine to send/receive documentation; transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel; replenishes paper supply in fax machine as needed.

Types/sends e-mail messages; screens incoming e-mail messages.

Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; processes bulk mailing projects.

Copies and distributes forms, reports, correspondence, and other documentation.

Performs other related duties as assigned.

Minimum Qualifications

High school diploma or GED required; supplemented by six months experience in clerical or customer service work; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements
Some tasks require the ability to communicate orally.

Environmental Factors
Essential functions are regularly performed without exposure to adverse environmental conditions.