Administrative Specialist I

Stafford County, VA; Virginia; On-site; USD 27,000 - 36,000; Full time

Job summary

Stafford County is seeking a detail-oriented administrative assistant to support a department with office tasks and customer service. The role includes handling records, data entry, and preparing reports under supervision.

Responsibilities include assisting the public, coordinating with other departments, arranging meetings, and maintaining files and inventories. At least a high school diploma and 1 year of related experience are expected.

Qualifications

• High school diploma or equivalent required; 1 year of admin/office experience preferred.
• Graduation from an accredited community college with major coursework in business management or related field is desired.

Responsibilities

• Assist the public with completing records, applications, and forms; ensure information accuracy and coordinate with other departments.
• Provide information and answer questions in person, by email, or by phone.
• Arrange meetings, conferences, and inspections as needed.
• Prepare and maintain a variety of files and records; compile information and verify data.
• Enter data into computer systems; verify accuracy and manage sensitive information.
• Transcribe dictation and prepare documents, including correspondence and reports.
• Resolve inquiries or complaints from the general public.
• Maintain inventories and order supplies.
• Operate standard office equipment.
• Perform related tasks as required.

Skills

Data entry

Records management

Customer service

Office equipment

Communication

Education

High school diploma

Associate degree in business (desirable)

Tools

Office software

General computer skills

Job description

Performs technical and paraprofessional work assisting with a variety of specialized office assistance and administrative tasks in support of a department; does related work as required. Work is performed under direct supervision.

The hiring range for this position is $19.25 per hour to $26.47 per hour based on experience.

Provides primary office assistance and administrative support in a department following established procedures; prepares and maintains detailed, complex and/or confidential records and files; prepares reports; assists the public.

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Assists the public with the completion of various records, applications, etc.; verifies completeness and accuracy of information; coordinates with other departments and agencies.
• Assists the general public and internal customers by providing information and answering questions in person, via e‑mail or over the phone.
• Assists with arrangement of meetings, conferences, inspections, etc.
• Prepares and maintains a variety of office files, accounts and other records; compiles information and verifies data.
• Assists with data collection and documentation;
• Enters a variety of data into computer; verifies statistical and other records for accuracy and completeness; enters and retrieves sensitive and restricted information into computer system.
• Assists with transcribing dictation; types a variety of documents including correspondence, forms, reports, purchase orders, requisitions, resolutions, ordinances, proclamations, court orders, meeting minutes, agendas and related documents, etc. where a knowledge of format and presentation is necessary; composes correspondence.
• Assists with resolving inquiries or complaints from the general public.
• Maintains inventories and orders supplies.
• Operates a variety of standard office equipment.
• Performs related tasks as required.

General knowledge of the organization and functions of the department and of general administrative policies and practices; general knowledge of standard office practices, procedures, equipment and office assistance techniques; general knowledge of business English, spelling and arithmetic; ability to read, understand and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work with supervision; ability to prepare effective correspondence on routine matters and to perform office management details with minimal support of others; ability to operate standard office and computer equipment including ability to operate specialized software; ability to establish and maintain effective working relationships with associates and the general public.

Any combination of education and experience equivalent to high school and 1 year of experience in administrative and office work.

Graduation from an accredited community college with major course work in business management or related field is desired.