Administrative Specialist III

Stafford County; Stafford (VA); On-site; USD 35,000 - 61,000; Full time

Job summary

Stafford County is seeking an experienced Administrative Specialist to provide advanced office support within a department, performing complex records and financial data duties under general supervision. The role includes supervising supportive staff and assisting the public with policy and procedures.

Responsibilities include producing reports, managing budgets, and coordinating with other departments to ensure accuracy and compliance. Direct deposit is required at hire.

Qualifications

• High school diploma or equivalent with 5 years of administrative/office experience.
• Graduation from an accredited community college with major coursework in business management or related field is strongly desired.
• Direct deposit of bi-weekly paychecks into a financial institution is required at time of hire.

Responsibilities

• Provides primary office assistance and administrative support; maintains detailed, complex, and confidential records and files; prepares reports; assists the public; ensures policy procedures are followed.
• Oversees accounts receivable, accounts payable, payroll, budget data; reconciles invoices with vouchers; prepares bills.
• Enters data into computer systems; maintains department information systems; handles sensitive information and reporting.
• Trains and leads supportive office personnel; participates in recruitment and selection of employees.
• Handles inquiries or complaints from the public; maintains inventories and orders supplies.

Education

High school diploma or equivalent

Community college degree in business management or related field

Job description

Job Description

Performs advanced technical and paraprofessional work assisting with a variety of specialized office assistance and administrative independent tasks in support of a department; does related work as required. Level of responsibility and independent work is greater than the Administrative Specialist II. Work is performed under general supervision. Supervision may be exercised over supportive personnel.

Performs advanced technical and paraprofessional work assisting with a variety of specialized office assistance and administrative independent tasks in support of a department; does related work as required. Level of responsibility and independent work is greater than the Administrative Specialist II. Work is performed under general supervision. Supervision may be exercised over supportive personnel.

The hiring range for this position is $25.26/hour to $34.74/hour based on experience.

The full salary range for this position is $25.26/hour to $44.21/hour to provide opportunity for growth and development.

Examples of Duties

Provides primary office assistance and administrative support in a department; interprets and recommends changes to procedures; oversees the preparation and maintenance of detailed, complex and/or confidential records and files; prepares reports; assists the public; advises others on application of policy and procedures; supervises supportive office personnel.

(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.)

• Provides lead direction to supportive office personnel, assisting with instructions and training as needed.
• Assists the general public and internal customers by providing information and answering questions in person, via e-mail or over the phone.
• Provides specialized assistance to the public with the completion of various records, applications, etc.; verifies completeness and accuracy of information; coordinates with other departments and agencies.
• Provides administrative support in developing and implementing department programs, policies and procedures.
• Interprets and explains department policies, procedures and regulations.
• Oversees the arrangement of meetings, conferences, inspections, etc.
• Oversees processing accounts receivable, accounts payable, payroll, budgetary and other financial data; reconciles invoices with payment vouchers; prepares bills; performs calculations and posts to statistical and other records applying knowledge of regulations.
• Oversees the preparation and maintenance of a variety of office files, accounts and other records; oversees and supports the department’s budget; compiles information and verifies data.
• Reconciles bank statements; prepares detailed financial, statistical and project status reports, spreadsheets and papers.
• 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; maintains updated the department information system for reporting purposes.
• Takes and transcribes 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 independently.
• Trains and leads supportive office personnel; participates in recruitment and selection of employees.
• Handles and resolves inquiries or complaints from the general public.
• Maintains inventories and orders supplies.
• Operates a variety of standard office equipment.
• Performs related tasks as required.

Knowledge, Skills And Abilities

Advanced knowledge of the organization and functions of the department and of general administrative policies and practices; advanced knowledge of standard office practices, procedures, equipment and office assistance techniques; advanced 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 independently; ability to prepare effective correspondence on routine matters and to perform office management details using independent and judgment sense; 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.

Education and Experience

Any combination of education and experience equivalent to high school and 5 years of experience in administrative and office work.

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

Note: All employees are required to have direct deposit of their bi-weekly paychecks into one or more financial institution(s) of their choice. Information must be presented at time of hire.

Proper Identification must be shown at time of hire in order to complete the necessary paperwork for compliance with the Immigration Control and Reform Act of 1986.