The Administrative Specialist II is responsible for researching and preparing special reports, examining and verifying documents, and performing general office duties. This position is governed by state and federal laws and agency/institution policy.
Typical Functions
Researches various data storage and/or computer records to obtain information and compiles data for reports. Composes and types routine correspondence and form letters, maintains activity logs and/or financial ledgers, and submits reports to supervisor. Reviews documents including applications, forms, vouchers, records, and reports for accuracy, completeness, and compliance with laws and regulations, makes necessary corrections, and assigns file numbers. Provides information, assistance, and clarification to interested parties concerning agency/institution policies and procedures. Assists in developing or revising agency/institution policies, procedures, and directives based on research findings and compiles financial information used to formulate budget proposals and monitor expenditures. Performs other duties as assigned.
Special Job Dimensions
Knowledge, Abilities, and Skills
Knowledge of record keeping procedures. Knowledge of the principles and practices of mathematics and statistics. Knowledge of work-related subject area. Knowledge of computers and software applications. Ability to conduct research and compile data into report form. Ability to establish and maintain filing systems. Ability to operate standard office equipment. Ability to analyze documents to determine compliance with rules, regulations, and procedures. Ability to communicate both orally and in writing.
Minimum Education and/or Experience
The formal education equivalent of a high school diploma; plus two years of experience in a specialized or related area applicable to work performed. Additional requirements determined by the agency for recruiting purposes require review and approval by the Office of Personnel Management. OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.
Preferred Qualifications
PREFERRED MINIMUM EDUCATION AND/OR EXPERIENCE:
Experience in customer service, clerical or accounting.
PREFERRED KNOWLEDGE, ABILITIES, AND SKILLS:
Proficient in various computer software programs including Microsoft Word, Access, Excel, and Outlook. Ability to work with the public and possess outstanding customer service skills and telephone etiquette. Knowledge of cash handling and inventory procedures. Knowledge of grammar, punctuation and spelling. Ability to make decisions and recommendations concerning office needs during Supervisor’s absences. Strong interpersonal skills, as well as good oral and written communication skills. Ability to handle multi-level tasks and deal with a constantly changing work environment. Ability to process invoices, enter and retrieve data into and from database formats. Ability to interpret administrative directives, policies and procedures.
Certificates, Licenses, Registrations
Agency Specific Information
JOB VACANCY
ADMINISTRATIVE SPECIALIST II
POSITION NO. 22095850
OPERATIONS DIVISION
SALARY:
(Grade C109) $21,827 annually.
JOB DUTIES AND RESPONSIBILITIES:
Assist with overall operations of the Regional Office Facility and assume duties of Regional Office Manager during absences. Duties will include interaction with the public, as well as Agency employees. Greet and direct public in person as well as by telephone. Screen calls and respond to routine questions. Sell hunting and fishing licenses, permits, stamps and publications. Establish and maintain various computerized and paper files, records and logs, and retrieves information as needed for reference or to compile reports. Responsible for scheduling meeting rooms. Provide administrative support to staff. Develop and modify procedures and forms for new or revised applications. Attend training, workshops and meetings to stay current in applicable areas.
All applicants subjected to a criminal background check.
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