Administrative Specialist I - WSU Extension

Clallam Transit System; Port Angeles (WA); On-site; USD 25,000 - 33,000; Part time

Benefits offered by this job

Medical, dental, and vision coverage

Retirement plan options

Paid holidays and sick leave

Paid time off

Flexible spending account

Training and career development

Job summary

Clallam County Extension in Port Angeles seeks an administrative support professional to handle reception, data entry, and a variety of clerical tasks. You will maintain records, calendars, and communications, and assist in volunteer management and program events.

This part-time role offers diverse responsibilities and opportunities to contribute to community outreach while supporting program coordinators and internal staff.

Qualifications

• High school diploma or GED required; strong computer knowledge.
• Prior experience in clerical or administrative support preferred.

Responsibilities

• Provide reception and customer service per established policies.
• Answer phones, screen calls, and direct inquiries as needed.
• Process mail, organize documents, and maintain files and records.
• Enter and retrieve data; manage calendars and scheduling.
• Assist program coordinators with volunteer tracking and event logistics.

Skills

Computer skills

Reception / customer service

Data entry

Education

High school diploma or GED

Tools

Volunteer management software

Job description

Summary

Under the general supervision of the Director of Washington State University (WSU) Clallam County Extension, performs a broad range of general clerical and administrative support functions to ensure efficient day-to-day office operations. Provides reception and customer service; maintains records, files, databases, and numeric information; processes mail and documents; enters and retrieves data; schedules meetings and appointments; maintains calendars; and orders and distributes supplies and equipment. Provides administrative support to Program Coordinators, including volunteer data tracking, event planning and logistics, and communications and outreach assistance. Exercises judgment in identifying priorities and time-sensitive materials while maintaining confidentiality, accuracy, and effective communication with internal and external customers.

This position is part-time at 20 hours a week.

Typical Duties

• Perform reception work and provide information derived from established policies, procedures and other relevant sources to internal and/or external customers; maintain security and confidentiality
• Answer telephones; screen calls, respond to inquiries and/or refer callers to appropriate agencies or departments/divisions. Some employees may have to deal with sensitive and/or potentially volatile situations
• Open, date stamp, sort and distribute incoming mail and process outgoing mail
• Checks, organizes, copies, binds, and prepares documents, files and informational packets
• Receive, label, log, file and retrieve data. Ensures files remain in proper order; routes files or documents to requesting parties
• Maintain numeric records such as inventory, head count and information
• Inventory, order, collect and distribute supplies and/or equipment
• Type and/or enters data into a computer for a variety of documents such as correspondence, agendas, schedules and forms. Maintains data bases such as address lists, inventory check-out records and/or visitor records
• Schedule meetings and reserve conference rooms, schedule appointments and maintain calendars for supervisor and/or clients
• Receives and reviews for completion a variety of documents and applications; receives money for items, fees, or services
• Assist program coordinators with volunteer management data, including tracking of hours in volunteer management software, assisting volunteers with office needs.
• Assist in program event planning including ordering and compiling needed supplies, scheduling, including timelines, locations, and logistics.
• Communications assistance including program and event advertisement, editing outreach content, coordinating with various programs within the Department.
• Proofread and verify own work
• Assist or orient co-workers, as assigned
• Identify priority and time-sensitive materials
• Performs other duties as required

Education, Training, & Experience

Requires knowledge of the field of assignment sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by examples in the above job description.

Education/Training

High school diploma or general education degree (GED)

Experience

Prior experience and/or training preferred; to perform this job successfully, an individual should have a great deal of computer knowledge and ability.

Note: Any first aid rendered by such persons is rendered only as a collateral duty responding solely to injuries resulting from workplace incidents, generally at the location where the incident occurred.

• Medical, dental, and vision coverage (composite plan)
• HRA Veba (select positions)
• Life and disability insurance (select positions)
• Infant at work program
• Retirement: Clallam County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems
• Deferred-compensation match programs 457(b) and 401(a)
• Transportation program/Transit pass
• 10 paid holidays annually (plus 4 personal holidays)
• Generous vacation and paid sick leave
• Flexible Spending Account
• Wellness program
• Employment vacation donation program
• Training and career development programs