This position requires a combination of education and experience reflecting possession of the required knowledge, skills, and abilities. May serve as Executive Assistant when necessary.Develops and implements procedures for expediting the flow of clerical work through the office.May oversee the work of lower level clerical support staff as required, including assisting with the selection, training and evaluation of personnel.Organizes own work, sets priorities and meets critical deadlines.Assists in the preparation of contract documents proofreads and tracks contract documents.Maintains and monitors database of invoices and monies spent processes invoices through Finance Department.Assists in the preparation of the budget attends budget meetings monitors the cost of department operations against the approved budget reviews budget performance reports, departmental financial transactions and centralized accounting records to resolve discrepancies and procedural problems.Relieves managers and supervisors of certain administrative matters by following up on projects, transmitting information and keeping informed of pertinent activities and assisting management in implementing selected departmental activities.Operates a variety of office equipment including copiers, facsimile machine and computer inputs and retrieves data and text organizes and maintains disk storage and filing.schedules meetings according to established policies. Maintains a calendar of activities, meetings and various events for the assigned department makes arrangements and/or reservations for meetings, travel, lodging, etc.Screens office and telephone callers responds to and resolves complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities.Establishes and maintains a variety of department filing systems, databases, records and rosters organizes and maintains various administrative, reference and follow-up files purges files as requested prepares various documents for filing and indexing.
Prepares, assembles and distributes agendas and accompanying materials for assigned meetings records, transcribes and distributes minutes of meetings.Researches and compiles a variety of informational and/or confidential materials from sources both inside and outside the assigned area summarizes information as directed.Attends a variety of meetings prepares and compiles agenda packets takes and prepares minutes disseminates information, as appropriate.Performs a wide variety of responsible, complex and technical administrative, secretarial and clerical duties in support of the staff of an assigned department follows-up on special projects and assignments keeps informed of status of projects.
Administrative Specialists may act for a higher level secretary in that person's absence. Incumbents in the latter class perform less difficult, complex and responsible administrative support duties.
The emphasis of the Office Specialist classification series is more on the accomplishment of general clerical, typing, word processing and related duties. Incumbents serve as lead workers and are expected to exercise independent judgment in applying the body of technical information in the performance of their duties, with review of end results by management. The difficulty and complexity of the work performed and the required thorough knowledge of the operations and administrative policies and procedures of the department to which the incumbent is assigned differentiate this class from the Office Specialist classes. Positions in the Administrative Specialist class are distinguished from the Office Specialist classifications in that the secretarial duties, functions and responsibilities assigned emphasize the execution of administrative detail assisting a department manager in making maximal effective use of time.
Incumbents of this class perform the most complex and sensitive administrative support duties. The incumbent provides staff support for departmental functions and administration and performs related duties as assigned. Under direction, the incumbent serves as the lead administrative support staff member for an assigned Port executive and department staff.