Senior Administrative Specialist - County Administration and Extenstion

Job Summary

This position serves in a multitude of ways to provide customer service, support, and program coordination in the County Administration and Extension offices. Provides technical, administrative, and program support work requiring the exercise of independent judgment. Provides general and specific information regarding Scott County, administration, and extension services to customers, staff, members of the public, and local, and state agencies. Completes and assists with special projects assigned by the department supervisor.

Job Description

ESSENTIAL DUTIES

• Serves as front desk coordinator in both County Administration and Extension offices, providing customer service, support and assistance in a variety of administrative functions; provides administrative, technical, and general information to department heads, administrative staff, elected officials, general public, and local, state, and federal agencies.

• Act, as a liaison and recognized point of contact for internal and external customers needing assistance, answering general and specific questions particular to county administration and extension services; maintains knowledge of department and specialized services to receive and direct callers, walk in customers, and email correspondence as needs dictate. Utilizes various internal and state-run systems for completion of work.

• Creates Board actions and resolutions; attends and provides verbal clarification to County Commissioners at County Board meetings.

• Assists with the preparation of the department budget and tracks department expenditures.

• Performs meeting coordination for management to include booking appropriate space, communication with participants, creating or compiling materials, and generating and distributing and minutes.

• Assists in development, preparation, and implementation of new department practices, forms, record keeping techniques, and systems, modifying existing methods and procedures, and automation of work forms and processes as needed. Initiates and tracks annual updates to department practices and standard operating procedures.

• Researches, compiles, creates, and maintains, a variety of documents, forms, procedures, and communication tools for internal and external use.

• Main point of contact for vendors and suppliers to procure and manage supplies and materials needs for the department. Maintains inventory of office supplies and submits orders with vendors. Maintains copier, coffee maker, file storage, and office related tools and equipment, including troubleshooting. 

• Processes maintenance and IT requests on behalf of the department. 
  Analyzes workflow and operations for efficiency and effectiveness and offer suggestions, based on identified needs.

• Organizes, coordinates, and assists with special or department projects at the discretion of a supervisor; gathers data and statistics for reports as needed and or requested.

• Publishes information and notices in newspapers, intranet, and internet for use by businesses, taxpayers, governmental units, and other county departments.?

• Performs a variety of program data entry activity: Updates information as required; prepares reports and detailed records as required by the department.?

• Participates in team and department projects.

• Works the hours and/or shifts assigned and begins and ends work on time.

• Performs other related duties as required or assigned. 
  

MINIMUM QUALIFICATIONS

• Equivalency of high school graduation and three years of related work experience. 
• Intermediate level skills in MS Office and Google programs. 
• ?A reliable form of transportation for the performance of work responsibilities.

PREFERRED QUALIFICATIONS

Experience in a local government setting.

SUPERVISORY CONTROLS

The employee is under general supervision from the Business Operations Manager. Work is typically performed according to established protocols with the incumbent needing to use judgment in setting priorities, work sequences, and in how work is accomplished. Others in the department are available for consultation as needed for difficult or unique situations or problems. Frequently no check of work is made. 

CORE COMPETENCIES AND ABILITIES

Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner. 
 
Communication - Is always clear about what we're doing and why we're doing it. 
 
Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively. 
 
Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government. 
 
Resiliency - Fosters public preparedness and responds when emergencies arise. 
 
Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures. 
 
Knowledge – Knowledge of policies, practices, and services of the organization. 

Knowledge of proper English spelling, punctuation, and grammar usage.  

Knowledge of software programs to include, but not limited to, MS Word, MS Excel, MS Power Point, MS Publisher, MS SharePoint, and Outlook, Google Docs and Google Sheets. 
 
Abilities – Ability to work independently and make decisions concerning choice of procedures to follow. 
 
Ability to multi-task; starting, stopping, and restarting tasks frequently when balancing taskwork and the customer service aspects of the role. 
 
Ability to disseminate information, instructions, and explanations to others regarding a variety of County Administration and Extension programs and services. 
 
Ability to effectively use a variety of software and databases in the performance of duties; research and prepare reports and review and correct written or numerical reports, accounts, forms, and other documents. 
 
Ability to type accurately from clear copy, rough draft, or voice recordings; ability to compose correspondence. 
 
Ability to understand and follow complex oral and written instructions. 
 
Ability to operate and maintain office equipment. 
 
Ability to maintain moderately complex clerical records and prepare reports from such records. 
 
Ability to maintain working relationships with employees and the public. 
 
Ability to use appropriate discretion in dealing with matters of a confidential nature.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience.  Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval for the County Board.