SENIOR ADMINISTRATIVE SUPPORT SPECIALIST General Statement of Duties Performs a variety of administrative, secretarial, and office management duties in a department requiring a comprehensive understanding of the departmental goals and services and its relationship to the total Town’s operations. Distinguishing Features of the Class Employees in this class perform a wide variety of administrative, secretarial, and office management duties. Work generally requires that employees independently handle certain activities such as records and information processing and referral or a special office assignment. Secretarial, clerical, and record keeping duties are considered at the advanced journey level and require tact and discretion in handling sensitive or confidential matters in the program areas. Work requires a broader knowledge of office operations in order that the role may serve as backup and at a competent level in several roles. Work requires more independence and self-initiative in activities. Precedent setting situations are referred to higher level supervisors. Comprehensive knowledge of the department and related Town functions are needed. Guides may include a variety of written manuals and instructions, as well as oral instructions. Sound judgment is required in performing the tasks. Work is performed under the supervision of a department head and is evaluated through observation, conferences, and the quality and effectiveness of work completed. Duties and Responsibilities Essential Duties and Tasks Plans and organizes the administrative work flow of the office to accomplish needs for the staff; identifies and develops data base and other records management systems. Handles public requests for services or information with limited review and based on program and policy knowledge; operates radio to communicate with field staff; often resolves problems or complaints without management’s assistance. Works closely with department head in budgeting, purchasing, and procurement of equipment, supplies, and material for the department. Handles delegated technical functions for the department such as serving as local area network administrator, writing property descriptions, answering zoning questions, taking applications for variances, rezoning, subdivision approvals, etc.; takes and relays complaints regarding code enforcement. Drafts, compiles, and produces agenda items for Town, Planning, and other boards; prepares agendas for Planning Board and distributes; composes and types Town Board minutes; attends Town Board and Planning Board meetings to take and prepare minutes; coordinates preparation of rooms for meeting; prepare legal schedules and publishes notices of public hearings to meet legal requirements. Senior Administrative Support Specialist Page 2 Composes drafts of letters, memoranda, reports and other materials using past precedents or oral instructions as guides. Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials based on limited information and performs periodic follow-up activities. Screens and routes materials according to content of communications; may do research or pull related materials from files. Establishes and maintains inventory or activity records and files; initiates appropriate follow-up or further action based on the status of office activity; creates data bases or other data management systems. Serves as local area network systems administrator; coordinates software and hardware installations and trouble-shooting with vendors; provides user support and training. Additional Job Duties Serves as back-up to other professional and technical staff as needed. Performs related duties as required. Recruitment and Selection Guidelines Knowledge, Skills, and Abilities Thorough knowledge of office practices and procedures. Thorough knowledge and ability to use correct grammar, vocabulary, and spelling. Considerable knowledge of Town departments, their functions, and operations. Considerable knowledge of arithmetic and its uses in general office work. Considerable knowledge of automated office systems including word processing, data base management, spreadsheet design and usage, and other related resources; may require knowledge of systems administration. Ability to plan and organize administrative support activities and tasks. Ability to handle multiple priorities utilizing sound judgment and based on knowledge of departmental issues and needs. Ability to communicate effectively in person and by telephone. Ability to gather and give basic information and instructions on departmental programs based on inquiries. Skill in customer service problem-solving and conflict resolution. Ability to gather and compile materials from a variety of sources. Ability to operate any office machines required by the position such as word processor, typewriter, calculator, CRT, or other equipment. Ability to enter data, key, or type at the speed required by the particular position. Ability to use judgment in organizing and establishing formats. Ability to arrange and place records, reports and files into a proper sequence and develop systems for retrieval and storage of departmental records. Page 3 Types correspondence, memoranda, notes, reports or other materials using a word processing or automated system; reviews work for compliance with instructions, spelling, punctuation and basic grammar; proofreads final proof of materials. Ability to establish and maintain effective working relationships with the general public, supervisor, Town officials, and employees. Physical Requirements Must be able to physically perform the basic life operational support functions of standing, walking, fingering, talking, hearing, and repetitive motions. Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Must possess the visual acuity to compile and compute data and statistics, operate a computer terminal, proof read materials, and do extensive reading. Desirable Education and Experience Graduation from business school and office management experience at a journey level; or an equivalent combination of training and experience. Mooresville 1997 2001 Special Note: This generic class description gives an overview of the job class, its essential job functions, and recommended job requirements. However, for each individual position assigned to this class, there is available a complete job questionnaire with a physical abilities checklist which can give further details about that one specific position. Those documents should be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions.
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