Administrative Specialist I
Administrative Specialist I
- Description
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**PLEASE SUBMIT A RESUME AND A LETTER OF INTEREST WITH YOUR APPLICATION FOR INITIAL CONSIDERATION**
Function: Under direct supervision of the Environmental Planning and Communications Director, perform a variety of routine and non-routine reception, administrative, clerical, office support, and staff support duties.
Series Concept: The Administrative Specialist I is the entry-level classification in the Administrative Specialist series, which includes Administrative Specialists I, II, & III.
Administrative Specialist I: Entry level position with little prior experience performing administrative and reception duties in a public agency setting. Requires frequent oversight, on-the-job coaching, and assistance to perform essential functions.
Administrative Specialist II: Professional who functions self-sufficiently and has the equivalent of at least two years of experience as an Administrative Specialist I. May require assistance occasionally, however, generally functions independently with little to no direct assistance required to perform essential functions.
Administrative Specialist III: Professional who consistently demonstrates mastery of essential functions, has the equivalent of at least three years of experience as an Administrative Specialist II and five years overall progressively responsible experience, and fills a specialized, senior-level, administrative function as defined by the organization, such as Board Support, Facilities Use, or Engineering. This classification may also be expected to serve in a lead capacity with Administrative Specialists I & II.
- Examples of Duties
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Responsible for a wide variety of administrative support duties, including but not limited to the following functions:
- Staff the front desk and perform reception duties for both business and WET Center visitors;
- Serve as greeter and initial point of contact for the Regional Services Center, directing visitors and callers to correct destination;
- Answer telephone, including multi-line systems; route calls; accurately record messages; and ensure appropriate staff members receive messages and inquiries;
- Coordinate, schedule, and document meetings as requested;
- Provide general administrative and clerical support;
- Open, sort and route incoming mail;
- Maintain calendar and schedules as requested;
- May make and confirm travel arrangements for staff;
- May proofread and format communications, such as letters, reports, and website content;
- Answer and/or direct queries from the public, staff, and customers;
- Duplicate, compile, and distribute printed materials, hand-outs, and information packets;
- Enter data on computer, edit computer records, and maintain spreadsheet/database files;
- Order and maintain office supplies and maintain common work areas;
- Check out resources such as vehicles and meeting rooms for LOTT staff use;
- May complete errands off-site to pick-up, deliver, or purchase materials and supplies;
- Create, maintain, and pull files as needed;
- Create and maintain mailing lists and prepare items for mailing, including bulk mailings;
- Demonstrate regular and reliable attendance, and;
- Perform other duties as assigned.
- Typical Qualifications
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Attributes/Knowledge/Skills/Abilities:
Attributes:
- Welcoming, friendly demeanor
- Calm and flexible when facing changing conditions
- Strong team player
- Ability to function well independently
Knowledge of:
- Principles and techniques for greeting and interacting with the public in a welcoming and professional manner
- Standard office principles, procedures, and practices
- Procedures and services of the assigned work unit
Skill in:
- Prioritizing and planning workloads to meet deadlines
- Writing, editing, and proofreading skills
- Communication skills for a variety of audiences
- Proficiency in the Microsoft Office suite, including Outlook, Word, Excel, and Powerpoint, with Adobe Acrobat also preferred
Ability to:
- Understand and follow verbal and/or written instructions
- Type or perform word-processing with speed and accuracy
- Communicate effectively in a clear and concise manner to a variety of audiences, including the general public, management and other staff
- Operate, maintain and assist others with a variety of office machines
- Maintain effective public relations and interact positively with diverse individuals, using tact, patience, and courtesy
- Concentrate and maintain attention to detail for prolonged periods of time, despite frequent interruption and noise
- Understand, interpret, and apply policies and procedures
- Perform basic arithmetical calculations
- Maintain strict confidentiality
- Contribute to a supportive, productive, and positive workplace
- Demonstrate punctual, regular, and reliable attendance
- Work cooperatively with others as a member of a service-oriented team
- Additional Information
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Experience/Education: High school graduation or equivalent required; experience which provides sufficient training to perform administrative and technical duties is required; experience working with the public and a variety of age groups is desired.
Special Requirements: Must have a valid Washington State Driver's License within thirty days of employment. Must participate in LOTT's Health and Safety Program.
**PLEASE SUBMIT A RESUME AND A LETTER OF INTEREST WITH YOUR APPLICATION FOR INITIAL CONSIDERATION**