Sr. Administrative Specialist

Canyon-County; Caldwell (ID); On-site; USD 42,000 - 56,000; Full time

Job summary

Canyon County in Caldwell, Idaho seeks a Sr. Administrative Specialist to handle mail distribution, print shop support, and general clerical duties for the county business team.

You will manage orders, inventory, vendor relations, and purchase orders while providing high-quality customer service to the public and staff. The role requires handling print shop tasks, graphic design support, and data entry with attention to deadlines.

Qualifications

• High school diploma or GED required.
• At least two years' experience in an administrative support role; print shop and/or mail room experience a plus.
• Valid driver’s license and successful background check.
• Strong communication and organizational skills; proficient with Microsoft Office and Adobe suite.

Responsibilities

• Receive, sort, and distribute mail and packages to the correct department or recipient.
• Manage print shop orders, inventory, and software for tracking; create identifications for offices/departments.
• Process purchase orders for supplies and maintain office supplies inventory.
• Answer incoming calls from the public and county departments; prepare routine correspondence and filing.
• Support staff with clerical tasks and special projects; ensure compliance with county policies and safety practices.

Skills

Microsoft Word

Microsoft Excel

Publisher

Acrobat

Canva

Illustrator

Verbal Communication

Written Communication

Education

High School diploma or GED

2+ years administrative experience

Tools

Print Shop Software

Mail Room Systems

Job description

Job Summary

The primary responsibilities of a Sr. Administrative Specialist include receiving, sorting, and distributing mail and packages; assisting with graphic design, copy preparation, design setup, finishing, and laminating at the County Print Shop; processing print shop orders; and providing general clerical and customer service support. This role will also be working with the business team processing purchase orders, ordering supplies, and providing general administrative and customer support.

Key Responsibilities

• Mail Handling:

• Receive, sort, and distribute mail and packages to the correct department or recipient
• Sort and prepare out-going and inter-office mail
• Monitor postage meter usage daily for billing purposes

• Print Shop Support:

• Manage the print shop software application for tracking orders
• Maintain an adequate inventory of consumable supplies based on usage across all Canyon County departments
• Develop and maintain vendor relationships, as well as updating service logs
• Printing, copying, and finishing tasks to complete print orders when ordered
• Create identification badges for appropriate offices and departments
• Create and update order for departments on Print Shop software

• Administrative Support:

• Manage incoming office supply orders, coordinate pickup, and oversee inventory management to ensure adequate stock levels and efficient distribution
• Issue purchase orders for supplies according to office policies and procedures
• Perform data entry and filing in support of office functions
• Answer incoming telephone calls from the public and other county departments as needed
• Compose routine correspondence
• Handle filing tasks
• Perform general clerical support for staff as needed

• Customer Service:

• Answer incoming telephone calls from the public and other county departments as needed, providing information and routing calls to the appropriate recipient
• Respond to inquiries and requests, providing information on county services, policies, and procedures

• Other Duties

• Perform all work duties and activities following county policies, procedures, and safety practices
• Lead or assist with special projects or additional tasks as assigned

Qualifications

Skills and Abilities

• Build and maintain effective working relationships with supervisors, county employees, vendors and the public
• Proficient in office equipment and software applications relevant to the role; Microsoft Office and Adobe software products, including Word, Excel, Publisher, Acrobat, Canva, and Illustrator
• English grammar, spelling and punctuation
• Communicate clearly and effectively both, verbally and in writing
• Collaborate constructively with colleagues and the public to deliver high-quality public service
• Build and maintain effective working relationships with supervisors, county staff, vendors, and the public
• Evaluate and analyze customer needs to provide exceptional customer service
• Respond courteously to inquiries, even in challenging situations
• Maintain and organize records, ensuring accurate filing practices and procedures
• Prepare clear and concise records
• Learn county functions thoroughly to provide accurate information and explain services, policies, and procedures
• Manage multiple tasks, handle interruptions, and meet deadlines

Special Qualifications

• Valid driver’s license
• Successfully complete a background investigation

Education and Experience

• High School diploma or GED equivalency required
• At least two years’ experience in an administrative support role; print shop and/or mail room experience a plus
• An equivalent combination of experience and training may be considered

Essential Physical Abilities

• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, review and process documents, supervise the work and performance of others, and organize documents and materials
• Sufficient clarity of speech and hearing, or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a multi-line telephone system, a personal computer, and standard office equipment
• Sufficient personal mobility, strength, agility, and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period, move or lift to 50 pounds, and work in an office environment

Disclaimer

To perform this job successfully, an individual must be able to perform the primary job responsibilities satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice.

Canyon County is an Equal Opportunity Employer. Employment decisions related to recruitment and selection are made without regard to race, color, religion, sex, national origin, age, disability or genetics.