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Sr. Administrative Specialist

Commissioners | Caldwell, ID | Full Time

Job Description

Starting salary is $37,524 annually.  Position closes on October 29, 2020.  

General Statement of Duties

Performs secretarial, customer service, and administrative support duties for the County Commission; performs related work as required.

Classification Summary

This is an advanced level secretarial and administrative support position requiring previous secretarial experience for management level personnel.  A Senior Administrative Specialist differs from a customer service position in its complexity and diversity of administrative and technical duties. A Senior Administrative Specialist is often cross-trained in customer service specialist functions and will have more responsibility for department/division functions of an administrative nature that require the use of independent judgment to prepare correspondence, reports and other documents or perform basic research and analysis of data.  An employee in this class provides specialized department/division information to customers and prepares a variety of correspondence, documents and reports for department administrators. A Senior Administrative Specialist may provide general direction on work tasks and responsibilities.  The work is performed under the supervision of a department supervisor, manager or department head. The principal duties of this class are performed in a general office environment.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities (may vary with specific positions):

  • Provides secretarial and support services to the County Commissioners, including but not limited to, taking messages, setting appointments, providing information, processing and preparing documents and correspondence, preparing and tracking mailings and notifications, and inputting data into central computer system;
  • Operates standard and specialized office equipment such as computer, copier, fax machine, and related equipment;
  • Assembles and processes informational packets, mailings, etc.;
  • Schedules and sets up meeting rooms for hearings and regular meetings;
  • Keeps calendar for Commissioners;
  • Prepares Commission agenda and updates website;
  • Takes minutes of meetings and records on recording equipment;
  • Transcribes hearings or meetings;
  • Scans Commission meeting minutes into computer;
  • Files documents into appropriate folders; reorganizes file folders as needed;
  • Assists with public records requests;
  • Registers Commissioners for conferences including making travel arrangements;
  • Provides data entry services, faxing, typing, and filing;
  • Creates, types and proofs forms/letter, brochures, pamphlets or other documents;
  • Distributes and processes mail as needed;
  • Uses computer to research documents, obtain information or enter data;
  • Performs all work duties and activities in accordance with County policies, procedures and safety practices.

Other Duties and Responsibilities

  • Plan County events (State of the County, United Way, Veterans Day commemoration, etc.) to include: promotion, arranging food and beverage, ordering supplies and ensuring appropriate décor to meet the quality expectations of the BOCC;
  • Act as liaison with vendors on event-related matters;
  • Manage on-site production and clean up for events as necessary;
  • Performs other related duties as required.

Knowledge, Skills and Abilities

Knowledge of:

  • Operation of standard and specialized office equipment;
  • Operation of a personal computer and job-related software;
  • English grammar, spelling, composition, and punctuation;
  • Customer service practices, procedures, and objectives;
  • County government practices and procedures;
  • Current office practices and procedures.

Ability to:

  • Work cooperatively and constructively with fellow workers and members of the public to provide public service of the highest quality and quantity;
  • Follow oral and written instructions;
  • Maintain records efficiently and accurately and to prepare clear and concise reports;
  • Operate a variety of standard office equipment;
  • Establish and maintain effective working relationships with other County employees, supervisory personnel, state and local elected and appointed officials, the media, and the public;
  • Type 55 wpm;
  • Maintain confidentiality of information processed or prepared;
  • Conduct research and analysis of special projects;
  • Be well organized and skilled in coordinating event logistics;
  • Clearly communicate information effectively and persuasively;
  • Operate a personal computer including software applications appropriate to assigned duties;
  • Communicate effectively both orally and in writing;
  • Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
  • Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;
  • Work well under pressure;
  • Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.

 Acceptable Experience and Training

  • High school diploma or GED equivalency and some specialized training in secretarial field is required; and
  • One (1) to Three (3) years general office and secretarial experience is preferred; or
  • Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Special Qualifications 

  • Must be bonded or bondable as Notary Public;
  • Must successfully complete a background investigation.  

Essential Physical Abilities

  • Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person;
  • Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review and prepare documents and file them in a prescribed order, and organize documents and materials;   
  • Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and standard office equipment;
  • Sufficient personal mobility, agility, strength, and physical reflexes, with or without reasonable accommodation, which permits the employee to sit and work at a keyboard for an extended period of time and work in an office environment.

EOE Statement

Canyon County is an Equal Opportunity Employer.  Employment decisions related to recruitment and selection are made without regard to race, color, religion, sex, national origin, age, disability or genetics.