CLACKAMAS COUNTY

CLASSIFICATION NO. 018
Established: 1/93
FLSA: Non-exempt
EEO: 6

ADMINISTRATIVE SPECIALIST
(Board of County Commissioners)

CLASS CHARACTERISTICS

Under supervision, to receive, direct and provide general assistance to telephone and office callers; to perform a variety of administrative support activities; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

The County's elected governing body, the Board of County Commissioners, directs the general administration of County government. The Commission sets broad operating policies, enacts ordinances and establishes budgets as mandated by state law and the citizens of the County.

The Administrative Specialist performs a variety of reception, word processing, data entry and other general office support work for the Board of County Commissioners, County Administrator and professional staff. Duties involve frequent contact with other public officials, governmental agencies, citizens, the press and County department directors. Discretion and independent judgment are essential in handling politically sensitive and confidential issues.

The Administrative Specialist differs from the Administrative Secretary which performs advanced journey-level support and secretarial duties. It also differs from other administrative support classifications by its confidential role in the Commissioners’ office.

TYPICAL TASKS

Duties may include but are not limited to the following:

  1. Receives, screens, transfers and refers telephone and office callers to appropriate staff; provides general information and assistance; resolves problems or complaints; schedules Commissioners’ general calendar.
  2. Types correspondence, transcripts and other documents from dictated, recorded or handwritten material; creates programs and formats on word processor.
  3. Enters data from a variety of documents; interprets data for proper input to program formats; examines data for accuracy and completeness; enters corrections.
  4. Maintains, organizes and purges files; confers with departments regarding their files of similar information; forwards materials to be microfilmed.
  5. Provides general computer assistance to staff; troubleshoots routine hardware and software problems; performs computer backup functions.
  6. Performs various office support duties; date stamps, opens and distributes mail; orders supplies; runs errands; arranges meeting rooms; copies and distributes agendas, agenda packets, news releases and other information.

REQUIRED KNOWLEDGE AND SKILLS

Working knowledge of: Current office practices, procedures and techniques; basic English composition, grammar, spelling and punctuation; basic math; recordkeeping techniques; office equipment and their functions or capabilities.

Skill to: Communicate effectively, both orally and in writing; interpret and apply administrative and departmental policies and guidelines; maintain complex records; compile data and prepare reports; accurately and rapidly transcribe dictation; operate office equipment; establish and maintain effective working relationships with public officials, County staff and the public.

OTHER REQUIREMENTS

Driving may be necessary for County business. For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.

MINIMUM RECRUITING STANDARDS

Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.