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Sr. Administrative Specialist

Development Services | Caldwell, ID | Full Time

Job Description

Starting wage is $30,102 - $44,532 annually, DOE.   

General Statement of Duties

Performs responsible and varied clerical and administrative support duties to support the functions of the Development Services Department; performs related work as required.  

Classification Summary

This is a journey level clerical, secretarial and administrative support position with the principal function to take, transcribe and prepare minutes and related documentation of public meetings and hearings.  The work will require flexible hours to work evenings to attend meetings and prepare related materials, and to perform responsible and varied general office work to support the functions of the Development Services Department.  Work is performed following established processes and procedures.  Duties are varied and may include typing and preparing letters or documents using various software applications; entering data into County or Department systems and applications, keeping clerical records, logs, ledgers, etc. and working within department-specific processes and procedures.  The work is performed under the supervision of a higher level administrative/secretary position or other designated supervisor. The principal duties of this class are performed in a general office environment.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities:

  • Attends public meetings, hearings, and proceedings of the County Planning and Zoning Commission and Hearings Examiner and transcribes minutes, findings of fact, and conclusions of law and orders;
  • Provides copies and transcripts to Commission members and other interested and affected parties;
  • Maintains files of minutes, transcripts, notices, correspondence, and related documents;
  • Prepares appeals, including documentation and notices, to the Board of County Commissioners;
  • Ensures documents are complete with proper signatures, stamps or other written information;
  • Processes appeal requests, hearing notifications, legal notifications, and prepares agendas;
  • Prepares and documents mailings;  
  • Files documents into appropriate folders; reorganizes and updates file folders as needed;
  • Maintains records of Planning and Zoning Commissioners attendance and processes payments for meeting attendance and mileage;
  • Answers incoming phone calls and greets walk-in customers, refers customers to appropriate staff members, provides information about Department policies and procedures and referrals to other departments or staff as needed;
  • Provides secretarial and support services to staff members, including but not limited to, taking messages, setting appointments, providing information, processing and preparing documents and correspondence, preparing and tracking mailings and legal notifications, and inputting data into central computer system;
  • Processes and receives payments, balances cash, reviews billings, records account information and tracks changes;
  • Composes routine correspondence;
  • Determines customer’s needs through interviewing and communication exchange;
  • Modifies customer database or general accounts;
  • Prepares packets for Planning and Zoning Commission meetings and hearings;
  • Prepares, distributes, and maintains a variety of documents, correspondence, log sheets, applications, records, reports, and related documents;
  • Maintains files, logs and other records;
  • Maintains files of newspaper articles and other department-related information;  
  • Files documents into appropriate folders; reorganizes and updates file folders as needed;
  • Completes special records management assignments;
  • Provides data entry services, faxing, typing, and filing in support of department functions;
  • Runs errands, picking up or delivering papers or materials;
  • Processes and distributes Department mail;
  • Performs all work duties and activities in accordance with County policies, procedures and safety practices.

Other Duties and Responsibilities

  • Performs other related duties as required.

Knowledge, Skills and Abilities

Knowledge of:

  • Operation of a personal computer and job-related software applications;
  • Secretarial and customer service procedures, techniques, and objectives;
  • English grammar, spelling, composition, and punctuation;
  • Current office practices and procedures;
  • Bookkeeping and accounting practices and procedures;
  • Record keeping and filing 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;
  • Evaluate and analyze customer needs to provide exceptional customer service;
  • Learn Department functions thoroughly to provide general information and explain detailed Department processes and procedures;
  • Learn and explain building permit, inspection, temporary mobile home permit, and related regulatory compliance issues related to the Department=s function;
  • Maintain records efficiently and accurately and to prepare clear and concise reports;
  • Research information and data and prepare reports;
  • Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;
  • Perform duties accurately and efficiently under time sensitive deadlines;
  • Respond courteously to customer inquiries, which are sometimes controversial or adversarial;
  • Work well under pressure;
  • Operate a variety of standard office equipment, including a personal computer using program applications appropriate to assigned duties;
  • Establish and maintain effective working relationships with other County employees, supervisory personnel, state and local elected and appointed officials, and the public;
  • Communicate effectively both orally and in writing;
  • 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 is required and supplementary course work in office applications is preferred;
  • One (1) to Three (3) years of general clerical experience, preferably in a customer service position, is required;
  • Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Special Qualifications

  • Must successfully complete a background investigation.

Essential Physical Abilities

  • Sufficient clarity of speech and hearing or other communication capabilities, 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, prepare, review, and process documents, 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 physical 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.