Administrative Specialist I

Messiah College; Oregon (IL); On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player is seeking an Administrative Specialist I to provide essential support within their Administration Division. This role involves coordinating departmental activities, managing schedules, and preparing documentation, ensuring smooth operations. The ideal candidate will have a Bachelor's degree in a relevant field and experience in office administration, with a strong command of Microsoft Office. Join a dynamic team where your contributions will enhance organizational efficiency and effectiveness. If you thrive in a collaborative environment and are eager to make an impact, this opportunity is perfect for you.

Qualifications

• Bachelor's degree in relevant field or equivalent experience required.
• Experience in office administration and agenda preparation preferred.

Responsibilities

• Provide complex professional administrative support to the department.
• Coordinate departmental activities and represent the unit on committees.
• Prepare and process accounting documentation and maintain databases.

Skills

Office Administration

Agenda Preparation

Minute Transcription

Problem Solving

Education

Bachelor's Degree in Public Administration

Bachelor's Degree in Business Administration

Bachelor's Degree in Management

Tools

Microsoft Office

Adobe Professional

Job description

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Job Classification: 5754 - Administrative Specialist I

Salary Grade: 6

Pay Range

Hiring Range: $20.10 - $23.62 Per Hour
Full Range: $20.10 - $27.14 Per Hour

Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification.

This position is located in the Administration Division of the Clerk of the Board's Office. The position provides administrative support in the preparation and maintenance of official meetings, records of all actions, and proceedings of the Board of Supervisors.

Provides complex professional administrative support to a department or specialized program and is distinguished from Administrative Assistant III by performing more complex work with a greater degree of autonomy and, depending upon area of assignment, exercising supervision of staff. This is also distinguished from Administrative Specialist II, which performs professional-level administrative services requiring the application of theoretical knowledge and expertise to specialized areas of assignment.

Essential Functions:

As defined under the Americans with Disabilities Act, this classification may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the department’s need and will be communicated to the applicant or incumbent by the supervisor.

• Coordinates unit activity with other departmental sections/divisions and other County departments or outside agencies directly or through assigned staff, and acts as an internal departmental coordinator for support activities such as personnel, purchasing, payroll, or program specific functions;
• Responds to public and staff inquiries and provides information or resolves problems which require explanation or application of departmental or program rules and policies, or refers questions to appropriate staff;
• Represents unit/department on various committees and working groups and may be granted authority to commit unit/department support to issues;
• Coordinates, schedules and organizes unit, program, or departmental calendars and meetings;
• Leads and participates in the preparation and processing of accounting documentation such as requisitions, purchase orders, claims and fund transfers;
• Creates, maintains, and/or directs the maintenance of specialized databases including inputting and retrieving data and producing complex computer-based reports;
• Coordinates and monitors standard departmental Intergovernmental Agreements (IGA), contracts, and other obligatory agreements with affected agencies, contractors and service providers;
• Researches, compiles and performs initial analysis of information, and prepares routine, recurring and special reports, correspondence, memoranda, personnel forms, operations manuals and other documents for supervisory review and approval;
• Compiles and summarizes statistical and operational data, and prepares periodic and special reports;
• Compiles information utilized in unit budget preparation, monitors miscellaneous expenditures, and reports to supervisor on program budget activities;
• Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created;
• Establishes and maintains specialized reference files and reference materials.

Minimum Qualifications:

Bachelor’s Degree from an accredited college or university with a major in public administration, business administration, management, or a closely-related field as defined by the department head at the time of recruitment.

(Relevant experience and/or education from an accredited college or university may be substituted.)

OR:

One year with Pima County as an Administrative Assistant III, Administrative Assistant Supervisor, or closely-related professional administrative classification.

Qualifying education and experience must be clearly documented in the "Education" and “Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.

Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

• Experience with/knowledge of agenda preparation and/or minute transcription.
• Experience in office administration.
• Experience with/knowledge of Microsoft Office; specifically, Word, Excel, and Outlook.
• Experience with/knowledge of Adobe Professional.

Selection Procedure:
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidates from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.