Job Details

Administrative Specialist

The Administrative Specialist is a key administrative support role within a department, responsible for performing a variety of office duties to ensure efficient office operations and support for agency staff and programs. This position involves handling administrative tasks, coordinating schedules, managing documentation, and assisting with customer service. The Administrative Specialist will work closely with team members, supervisors, and the public to maintain smooth and effective office workflows.

Primary Responsibilities

• Perform a variety of administrative functions, including answering phones, responding to emails, managing office supplies, and maintaining office equipment.
• Maintain and update office filing systems, both physical and electronic, ensuring that documents are properly organized and easily accessible.
• Draft and proofread internal and external communications, including memos, reports, and correspondence.
• Coordinate meetings, appointments, and conferences for agency staff and leadership.
• Manage calendars, ensuring that appointments, deadlines, and meetings are scheduled efficiently and with attention to priority.
• Prepare and distribute meeting agendas, take minutes, and track follow-up actions for meetings.
• Create, maintain, and update records, files, and databases, ensuring accuracy and compliance with agency and state policies.
• Provide helpful, professional, and timely responses to inquiries, referring questions to appropriate staff when necessary.
• Accurately input and maintain data in electronic systems, databases, and spreadsheets.
• Monitor and update records or databases to ensure that information is current and accurate.
• Ensure that supplies and materials are ordered and available to meet operational needs.

Knowledge and Skills

Ability to draft clear, concise, and professional correspondence. Ability to interact with the public, staff, and leadership in a professional and approachable manner. Ability to maintain organized records and files. Ability to assess situations, troubleshoot problems, and implement effective solutions in a timely manner. Ability to handle sensitive and confidential information with discretion and in compliance with state and federal privacy laws. Knowledgeable of office software applications (e.g., Microsoft Word, Excel, PowerPoint), and familiarity with office equipment (e.g., copiers, fax machines, phone systems). Proactive in identifying opportunities for process improvement and streamlining office operations.

Minimum Qualifications

A high school diploma or equivalent is required.

Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series. Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee's demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.