Administrative Specialist - Department of Human Services

Do you thrive in a fast-paced environment where organization, accuracy, and exceptional customer service are key to success? Are you a positive, detail-oriented self-starter who enjoys solving problems, juggling multiple priorities, and supporting a dynamic leadership team? Do you take pride in producing accurate meeting notes, managing complex schedules, tracking data, and mastering new systems quickly? We're looking for someone who is approachable and collaborative, with strong Microsoft Office 365 skills and the ability to meet deadlines while maintaining a high level of accuracy and professionalism. If you enjoy being the reliable person others count on to keep operations running smoothly, we'd love to have you join our Executive Team as an Administrative Specialist.

Hiring Range: $54,000.00 - $61,000.00 annually

This position has an anticipated work schedule of Monday – Friday, 8:00am – 5:00pm; subject to change. In-person only, not eligible for a hybrid work schedule. 

Due to the sensitive nature of this role, additional background checks may be required, including a Government Program Fraud check and Child Welfare Abuse & Neglect database (TRAILS) check.

Please be advised this position may close without advance notice, should we receive a sufficient number of qualified applications.

This position performs complex and confidential administrative functions in support of senior leadership; ensures facilitation and coordination of efficient and effective operations. Employment is subject to the terms, conditions, and policies detailed in the Personnel Policies Manual (PPM). This position requires regular in-person presence as an essential job function. This position may be subject to grant funding.

Essential Duties/Responsibilities:

• Performs complex and confidential administrative support to senior leadership. Assesses the urgency and importance of tasks, takes appropriate action, and recommends solutions. Conducts research as needed; identifies and evaluates current needs and assembles materials as needed.
• Schedules and organizes complex activities such as events, meetings, travel, and conferences; provides proactive calendar management.  Coordinates pre-briefings and provides meeting materials.
• Organizes and prioritizes a high volume of information requests and phone calls; responds courteously and in a timely manner; provides information directly or refers the call appropriately. Responds to routine and complex questions and concerns with accurate information. Acts in a diplomatic and courteous manner to de-escalate situations. Provides reception functions with excellent customer service as needed.
• Assists leadership in monitoring budget(s) and tracking expenditures. Prepares budget adjustments, minor and major purchase orders, purchase requisitions, payment requests, and other financial documents. Serves as the Procurement Liaison.
• Verifies and processes invoices utilizing the assigned P-card. Reconciles financial statements, acquires necessary approvals, and submits documentation to the Finance Services Department.
• Collects and conducts research; compiles and analyzes data or statistics for preparation of reports, spreadsheets, charts, and graphs.
• Develops and designs general business communication, including letters, memos, charts, tables, graphs, meeting minutes, and business plans. Proofreads copy for spelling, grammar, and layout, making appropriate changes in adherence to branding standards. Responsible for the accuracy and clarity of the final copy.
• Prepares spreadsheets, reports, and presentations as requested; performs research and provides information as requested and/or utilizes in preparation of spreadsheets, reports, and presentations.
• Provides administrative and liaison support to boards, commissions, advisory boards, etc., as needed. 
• Coordinates and participates in special events and projects as needed.
• Performs other duties as required.

Supervision Exercised: This classification does not have supervisory authority; however, may be required to provide expertise or limited guidance or direction to employees, such as overseeing work quality, training, and guidance. Typically serves as a subject matter expert on the scope of functional area.

Supervision Received: Receives general supervision. This classification typically performs job duties by following established standard operating procedures and/or policies. Regular direction, guidance, and coaching from supervisor may be expected. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Qualifications:

Knowledge, Skills & Abilities

• Must possess excellent organizational, planning, and administrative skills. Ability to efficiently plan, schedule, and organize.
• Must possess excellent interpersonal and customer service skills.
• Must be detail-oriented and a self-starter, ensuring accuracy in work.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, Teams, and PowerPoint as well as data management systems.
• Ability to work independently with minimal supervision; ability to use conflict resolution, apply problem-solving skills, and exercise sound judgment.
• Must be able to communicate effectively, both verbally and in writing. 
• Ability to conduct research and present data in a succinct and well-written manner. Ability to prepare clear and concise correspondence, reports, spreadsheets, and presentations.
• Ability to establish effective working relationships with leadership, officials, County staff, clients, other agencies, and the public.
• Ability to manage multiple tasks and reprioritize as work situations change.
• Ability to maintain strict confidentiality.
• Maintain regular and punctual attendance.

Required Education & Experience

• High school diploma or equivalent education.
• Three years of administrative experience. 
  • Associate’s degree may substitute for one year of the required experience. 
  • Bachelor’s degree may substitute for two years of the required experience.

Preferred Education & Experience

• Senior or executive-level administrative support experience.
• Experience in the public sector or a government setting.
• Understanding of or experience working with Department of Human Services division programs.

Licenses/Certificates

• Must possess and maintain a valid driver's license.

Pre-Employment Requirements

• Must pass conditional post offer background investigation, motor vehicle record check, and drug screen.

Work Conditions:

Duties are primarily performed in an office environment and remote work environment dependent upon Department discretion and business needs; some travel may be required.