ADMINISTRATIVE SUPPORT SPECIALIST

Polk County, IA; Des Moines (IA); In loco; USD 38.000 - 52.000; Tempo pieno

Descrizione del lavoro

Polk County is seeking an Administrative Support Specialist to perform a broad range of administrative, technical support, and office management duties under general supervision. The role requires a solid understanding of the department's mission, rules, regulations, goals, and services, with significant public contact.

Responsibilities include handling inquiries, preparing reports and documents, coordinating meetings, maintaining records, and applying program policies while exercising

Competenze

• High school diploma or equivalent required.
• Three years of progressive office experience required.
• Any equivalent combination of training and experience.
• Associate degree preferred.
• Bi-lingual English/Spanish preferred.

Mansioni

• Serves as the primary point of contact for public inquiries, providing information and assisting with forms and documents.
• Composes, processes, and distributes reports, correspondence, and complex records per policies.
• Organizes meetings, prepares agendas, takes minutes, and maintains room scheduling.
• Maintains records and files, issues case numbers, and processes fees and notices per regulations.
• Interprets policies and guides staff and the public, exercising independent judgment.
• Collaborates with team members to support workflow and departmental initiatives.
• Performs related duties as assigned.

Conoscenze

Policy knowledge

Organizational skills

Multitasking

Written and verbal communication

Mathematical calculations

Public/customer service

Team collaboration

Light lifting up to 25 lbs

Formazione

High school diploma or equivalent

Associate's Degree preferred (Business Admin / Communications or related)

Bi-lingual English/Spanish preferred

Strumenti

Microsoft Word

Microsoft Excel

Descrizione del lavoro

Under general supervision, performs a variety of complex administrative, technical support, and office management duties that require a comprehensive understanding of the department's mission, rules, regulations, goals, and services. This position involves significant public contact and assists county staff with operations by handling inquiries, coordinating activities, and maintaining records. The Administrative Support Specialist is distinguished from the Administrative Support Assistant classification by the complexity of assignments.

1. Serves as the primary point of contact for public inquiries, provides accurate program information and assists the general public, other County departments, clients, and contractors with various application forms, registrations, and other documents relative to assigned department; resolves issues independently in-person, or over the telephone, and directs callers and visitors to appropriate personnel.
2. Composes, compiles, processes, and distributes reports, correspondence and resolutions, program packets, complex records, interoffice and outgoing mail, claims, writs, warrants, admissions/discharges, payments, statistical reports, staff schedules, and other documents, ensuring clarity and adherence to departmental policies and procedures.
3. Organizes, schedules, and attends meetings, prepares agendas, takes minutes, and takes action on follow up items; maintains conference room scheduling.
4. Maintains and manages a variety of records and files; work may include calculating, collecting, assigning, recording, filing, reviewing, verifying, and issuing case numbers, fees, permits, docket books, liens, releases, other documents and services in compliance with ordinances and regulations. Gathers, analyzes, and interprets technical data to determine permit eligibility, legal notices and/or fees; explains ordinance requirements.
5. Interprets, applies, and explains program policies to staff and the public, providing guidance as needed; exercises independent judgment, discretion, and initiative in completing assignments and managing public interactions.
6. Collaborates with team members, assisting with various administrative tasks including but not limited to, sharing information, supporting workflow processes, and contributing to the overall success of departmental initiatives.
7. Performs related duties as assigned.

• Considerable knowledge of and ability to maintain departmental policies, procedures, and standards.
• Skill in organizational abilities and multitask management.
• Proficiency in Microsoft Word, Excel, and other relevant software applications.
• Ability to communicate effectively verbally and in writing, including composing letters and memos.
• Ability to accurately perform moderately complex mathematical calculations.
• Ability to comply and make decisions in accordance with laws, rules, regulations and departmental policies and procedures.
• Ability to establish and maintain effective working relationships with other County employees, representatives of other agencies, and the general public, fostering a collaborative and professional work environment.
• Ability to frequently lift to 25 pounds dependent upon assigned department.

• Graduation from high school or equivalent education, and
• Three years of progressive experience in office assistance, clerical work, records processing, or related office work, or
• Any equivalent combination of training and experience that will have provided the required knowledge, skills, and abilities.
• Associate's Degree in Business Administration, Communication Studies, or related, is preferred.
• Bi-lingual skills (English/Spanish) is preferred.

Special Requirements

• A criminal background check is required.
• A drug screen is required prior to final offer of employment.
• Depending on assignment, candidate may be required to pass a National Fingerprint Criminal History Record Check through the Iowa Department of Criminal Investigation as defined in the State of Iowa code 235D.1 and Child/Adult Abuse Record Check through the Iowa Department of Human Services and Dru Sjoden National sex offender registry.
• For positions assigned to the Recorder's Office, Iowa Vital Events System certification is required upon hire and must be maintained throughout employment.
• Depending on assignment, annual fit-testing for required personal protective equipment and adherence to infectious disease control protocols is required.

Polk County is committed to providing a work environment that is representative, at all levels, of the citizens we serve. Equal opportunities are available to all applicants and current employees regardless of race, color, national origin, religion, sex, sexual orientation, gender identity or expression, age, genetic information, military or veteran status, citizenship status, mental or physical disability, or any other applicable characteristics protected by law.