ADMINISTRATIVE SPECIALIST II

Job Summary

Performs a wide range of highly responsible and complex administrative, secretarial, accounting, and clerical duties to support efficient office operations. May oversee and review the work of subordinate clerical staff while ensuring effective coordination of departmental activities.

Responsibilities

• Answer and direct phone calls, take messages, and provide information as needed.
• Greet and assist visitors, responding to inquiries, requests, and complaints from internal and external stakeholders.
• Manage personnel-related functions, including payroll processing, time tracking, employee records, and administrative documentation.
• Prepare, process, and maintain a variety of documents such as reports, correspondence, contracts, meeting agendas/minutes, financial records, and regulatory reports.
• Perform administrative support duties including scheduling, calendar management, travel arrangements, data research, and report preparation.
• Maintain filing systems, confidential records, inventory, and department databases.
• Support procurement activities, equipment tracking, and insurance documentation.
• Perform clerical tasks such as data entry, mail processing, copying, filing, and supply ordering.
• Assist with bookkeeping tasks, including invoice processing, budget preparation, account maintenance, and financial reporting.
• Coordinate office activities with other departments, agencies, and external partners.
• Assist in planning and organizing departmental functions and special projects.
• Supervise and evaluate clerical staff as assigned.
• Perform duties of other clerical personnel when needed.
• Operate office equipment and, if required, a vehicle.
• May notarize documents as needed.
• Maintain regular attendance and perform additional duties as assigned.

Qualifications

• High school diploma or GED equivalent.
• Six (6) or more years of administrative, secretarial, or related work experience, or an equivalent combination of education and experience.
• Valid driver's license may be required.

Knowledge, Skills, and Abilities

• Knowledge of administrative, clerical, and bookkeeping practices.
• Understanding of applicable laws, regulations, and departmental procedures.
• Strong organizational, communication, and interpersonal skills.
• Proficiency in modern office technology and computer applications.
• Ability to prepare reports, maintain records, and handle confidential information.
• Strong attention to detail and ability to perform mathematical calculations.
• Ability to interpret complex materials and apply procedures accurately.
• Capability to work independently, prioritize tasks, and meet deadlines.
• Ability to supervise, train, and evaluate staff when required.
• Ability to remain professional and composed in high-pressure or emergency situations.

Physical Requirements

• Extended periods of sitting and working at a computer.
• Frequent standing, walking, bending, kneeling, and reaching.
• Ability to lift and carry up to 10 lbs.
• Occasional pushing and pulling activities.