ADMINISTRATIVE SPECIALIST I
The Administrative Specialist I works under general supervision & is responsible for examining & verifying documents, preparing routine correspondence, & maintaining files.
Serves as receptionist and main phone line operator to clientele. Responds to inquiries and requests for information when possible or directs callers and visitors to the appropriate staff member. Processes incoming and outgoing mail. Answers routine correspondence.
Assists county staff with arrangements for upcoming meetings and the preparation of newsletters, meeting announcements, handouts, or other documents that may be needed. Maintains report, correspondence, and publication files for the County Extension Office.
Prepares and submits the necessary paperwork and on-line entry for monthly reports such as travel, leave/time, and financial reports for county staff. Enters requisitions in database for invoice payments, expense reimbursements, and provides required documentation to expedite payments and reimbursements. Maintains inventory control of computers and equipment for the county office. Orders and maintains sufficient stock of office supplies for county staff.
Responsible for gathering data and creating various documents for end of year reporting and reviews such as civil rights, 4-H and EH clubs, contact records, county financial reports, equipment inventory and repairs, and evaluations. Retrieves soil sample diagnostic reports for clientele. Maintains and updates as needed county mailing lists.
Knowledge of record keeping procedures. Knowledge of basic arithmetic. Knowledge of basic grammar. Knowledge of computers & software applications. Ability to conduct research & compile data into report form. Ability to establish & maintain filing systems. Ability to operate standard office equipment. Ability to analyze documents to determine compliance with rules, regulations, & procedures. Ability to communicate both orally & in writing.
The formal education equivalent of a high school diploma.
OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FORCERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL BY THE ASSOCIATE VICE PRESIDENT FOR EXTENSION.