CLASS SPECIFICATION
A D M I N I S T R A T I V E S P E C I A L I S T I
DEFINITION OF CLASS:
This is administrative work providing staff support in a variety
of functional areas to a department/agency or division in a limited or developmental
capacity; or providing administrative support to such entities as an elected/appointed
board, commission or committee. Contacts primarily include managers and employees
both within and outside the department/agency to which an employee is assigned
for the purpose of providing information and recommendations, resolving administrative
problems and agreeing on courses of action. Contacts are generally of a cooperative
nature and require coordination on the part of the employee to maintain smooth
provision of administrative services. Employees in this class provide limited
direct assistance to the public.
An employee in this class, working under the general direction of a higher
level supervisor, is responsible for providing administrative support in some
combination of the following: record maintenance (e.g., fiscal control, personnel,
statistical or case specific); report preparation (including research and
analysis as required); response to correspondence; budget preparation; preparation
for hearings (setting of agenda, collection of materials, note taking, etc.);
contract monitoring; and liaison to organization employees and other departments/agencies
concerning matters specific to the organization. An employee uses knowledge
of administrative procedures governing operation of the department/agency
to which assigned in order to carry out duties associated with the day to
day support of a departmental entity or elected/appointed board, commission
or committee. An incumbent in this class uses initiative and works independently
to ensure the smooth operation of the office, referring problems or unprecedented
situations to the supervisor for resolution. Work is normally evaluated upon
completion for soundness and conformance to policy and procedures. Specific
guidelines are available in the form of Personnel and/or Procurement Regulations,
Administrative Procedures and department/agency operating procedures which
regulate procedures and processes to be followed. An employee uses judgment
to determine which guidelines prevail in a variety of situations, consulting
a supervisor if existing guidelines cannot be clearly applied. The complexity
of this class is marked by an employee's knowledge of and ability to apply
procedures, analyze a variety of situations, many times of a sensitive/confidential
nature, and determine appropriate action to be taken or recommend be taken.
Depending upon the position's location in organization's structure, employees
may have supervisory responsibilities; however, this is atypical of the class.
An employee in this class provides administrative support to facilitate the
effective and efficient operation of the organization to which assigned. Completed
work has an impact on individuals who provide and utilize the services of
that department, agency, board, commission or committee. This class of work
is differentiated from the next higher level in that an employee provides
a limited range of administrative support, is developing skills to perform
a full range of administrative support activities, or provides organization
and support to an elected body of individuals making decisions affecting the
County. An employee in this class works in an office environment, performing
primarily sedentary work which does not involve significant exposure to hazards.
EXAMPLES OF DUTIES: (Illustrative Only)
Performs a variety of administrative support functions (e.g.,
planning agendas, gathering materials, taking notes and processing necessary
paperwork) for an elected/appointed Board, Commission or Committee body.
Participates in the preparation of the annual budget by compiling information
to be included.
Conducts research and prepares reports of limited sphere which may require
compilation and analysis of data.
Reviews and drafts replies to correspondence.
Organizes and maintains personnel, financial, statistical, purchasing and
other agency records.
Serves as staff liaison with employees in the County Government, other government
agencies, private groups and community organizations.
Receives, investigates and, if possible, resolves complaints and inquiries
from employees or the general public.
Establishes work priorities and coordinates them to meet deadlines and ensure
an efficient workflow throughout the agency.
Provides orientation and assistance to new employees in the office to acquaint
them with established practices and procedures.
May monitor contracts to ensure they are written correctly, that terms are
met, to recommend payments be made, and ensure renewal so that service is
not interrupted.
May act as agency liaison with the Office of Human Resources concerning various
personnel issues.
May devise forms and office procedures to facilitate the accomplishment of
work activities.
Performs related duties as required.
MINIMUM QUALIFICATIONS:
Experience: One (1) year of professional administrative
experience related to the needs of the department/agency or organization to
which the position is assigned (e.g., budget preparation, equipment and material
control, work project control or related areas).
Education: Graduation from an accredited college or university with
a Bachelor's Degree.
Equivalency: An equivalent combination of education and experience may
be substituted.
Knowledge, Skills and Abilities:
Knowledge of general office practices and procedures.
Knowledge of the methods, principles and techniques associated with research,
data collection and report writing.
Knowledge of contract development, administration, and monitoring, as required.
Ability to rapidly acquire knowledge of County Government procedures and the
relationships between various County agencies, and County regulations and
procedures applicable to the assigned duties of the position.
Ability to establish and maintain effective working relationships with representatives
of various government and private organizations and the general public.
Ability to effectively communicate.
Ability to use personal computers and applications as necessary to collect
and analyze data or keep records.
Ability to attend meetings or perform other assignments at locations outside
the office as necessary.
PROBATIONARY PERIOD:
Individuals appointed or promoted to a position in this class will be required to serve a probationary period of six months. Performance will be carefully evaluated during the probationary period. Continuation in this class will be contingent upon successful completion of the probationary period.
MEDICAL PROTOCOL: Medical History Review
Note Medical protocol may vary according to assignment as follows:
1) Administrative Specialist I positions assigned to Board of Elections require
a Limited Core Exam and Drug/Alcohol Screen.
Class Established: February 1966
Revised: January 1970
September 1974
May 1977
January 1988
July 1989
September 1990
September 1995(M)
October 2007