Job Description

Administrative Support Specialist

To provide, organize and coordinate administrative support functions within an assigned department; to compile and track a variety of operational data; and to maintain departmental records and files. This class is a journey level technical class. Employees at this level receive only occasional instruction or assistance as new, unusual or unique situations arise and are fully aware of the operating procedures and policies within the work unit. Receives general supervision from an assigned manager or department head.

Examples of duties include organizing and providing administrative support and coordination for an assigned department, supporting department payroll activities, receiving, opening, time stamping and distributing mail, compiling and tracking a variety of operational data, receiving and reconciling invoices, ordering, maintaining and reconciling office supply purchases, researching data and compiling information to be used in special projects and comprehensive reports, developing, maintaining and archiving a variety of files and records, participating in special projects, receiving and responding to calls and visitors, registering departmental employees for training, preparing, tracking and distributing monthly budget reports, assisting with the preparation of Board agenda items, assisting with the Request for Proposal/Request for Qualifications process, interpreting and applying Agency policies, procedures, and administrative directives, coordinating and making travel arrangements for a departmental staff, maintaining appointment schedules and calendars, providing history and operational documentation of project operations and changes, assisting in the negotiation and development of various agreements, representing the department at staff and administrative meetings, committees, and related meetings, supervising, planning, prioritizing, assigning, and reviewing the work of support staff, participating in the recommendation of the appointment of personnel, providing or coordinating staff training, working with employees to improve performance, building and maintaining positive working relationships with co-workers, other Agency employees and the public using principles of good customer service, and performing related duties as required.

Knowledge of database management practices, project administration techniques and principles, principles and practices of supervision, principles and procedures of fiscal and statistical record keeping and budget preparation and administration, principles and practices of document maintenance and the development and maintenance of electronic and manual document filing and retrieval systems, modern office equipment including word processing, database and spreadsheet applications, principles and practices of customer service. Ability to perform responsible and complex administrative support activities for an assigned department involving the use of independent judgment, interpret and apply policies, laws and rules related to assigned department, analyze office operations and technical problems, evaluate alternatives and recommend solutions, independently prepare a wide variety of correspondence, reports, spreadsheets, and other materials, compile and maintain records, schedule project milestones effectively, analyze and catalog technical data, supervise and train subordinate staff, develop and maintain electronic and manual filing system to meet project needs, operate a computer using word processing, business software and other office equipment, communicate clearly and concisely, both orally and in writing, establish and maintain effective working relationships with those contacted in the course of work.

Work is generally carried out in an office setting. Frequently sit at a desk and in meetings for long periods of time. Frequently twist to reach equipment and perform simple grasping and fine manipulation to write and use keyboard. Occasionally lift up to 35 pounds.

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Five years of increasingly responsible administrative support experience, preferably within a public agency. Equivalent to an Associate's degree with major course work in Business Administration, Public Administration or a closely related field.

PCWA is an Equal Opportunity Employer. Why work at PCWA? Regular employee benefits including vacation, holidays, sick leave, management leave, health, dental, vision, life, disability insurance, deferred compensation, and participation in the Public Employees Retirement System (CalPERS) and Social Security.

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