Administrative Specialist

ADMINISTRATIVE SPECIALIST

Position Summary: This position works to support the Road and Bridge and Noxious Weeds Divisions of Ford County Administrative Services and receives direction from both supervisors cooperatively. The Administrative Specialist is involved in the performance of clerical and secretarial tasks of moderate complexity and variety. Responsibilities involve frequent public and interdepartmental contact through conveying messages, information, and division procedures or schedules. Work involves maintaining office operations, records, fuel system, and reporting requirements of the Road and Bridge Division and Noxious Weeds Division.

ESSENTIAL FUNCTIONS:

Reasonable Accommodation Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

· Enter and maintain daily work activity information within the Star Roads software system;

· Utilize the AS400 system to enter, update, and maintain departmental records and data;

· Maintain and update road records, County Engineer reports, equipment records, and other departmental records;

· Prepare, type, edit, and process correspondence, reports, vouchers, statements, forms, and related documents;

· Maintain organized files of correspondence, reports, records, forms, and other departmental documents;

· Organize and process purchase orders, invoices, and related documentation;

· Maintain parts inventory records and assist with inventory control and tracking activities;

· Maintain equipment usage, work time, fuel, and cost records;

· Perform FuelMaster invoicing and maintain records within the FuelMaster program;

· Answer and manage a multi-line telephone system, provide customer service, and relay messages for the department;

· Collect, sort, and distribute incoming mail;

· Assist citizens and customers with inquiries, household hazardous waste disposal, and chemical sales.

· Sell chemicals and maintain related sales records;

· Coordinate and assist with annual township meetings and other departmental events;

· Operate a forklift to load, unload, and move materials, supplies, and equipment;

· Assist with light material handling, sorting, moving, and storage of department supplies and materials;

· Assist citizens with household hazardous waste disposal and chemical sales, including the safe handling, sorting, movement, and storage of materials in accordance with applicable safety procedures;

· Perform janitorial and housekeeping duties, including sweeping, mopping, and cleaning offices, restrooms, and breakroom areas;

· Follow all County policies, departmental procedures, and applicable safety regulations.

MARGINAL FUNCTIONS:

· Other related duties as necessary or required.

POSITION QUALIFICATIONS:

· Must be 18 years of age;

· Must be authorized to work in the U.S.;

· Pass a pre-employment drug screen and health assessment;

· Pass a criminal background check;

· Possess and maintain a valid Kansas Driver’s License.

SKILLS & ABILITIES:

Experience: More than two years of secretarial and data entry experience. The employee is expected to have acquired the necessary information and skills after one year in the position.

Education: High School diploma or equivalent is required.

Skills: Knowledge of secretarial principles and basic accounting or bookkeeping. Ability to operate a personal computer, copy machine, multi-line phone system, calculator, postage machine, and other related office machines.

Problem Solving: Limited problem-solving exists in this position.

Decision Making: Minimal decision-making required.

Accountability: Employee is not responsible for budgetary control of the division and does not participate in the

annual division budgetary process.

Supervision: Requires some direct supervision. Job assignments are occasionally reviewed by supervisors. The position does not have supervisory responsibilities.

Personal Relations: Frequent contact with other county departments and the general public requires the ability to communicate and relate in a positive and effective manner.

Working Conditions: The position requires minimal outdoor work.

PHYSICAL DEMANDS LIFT/CARRY

Stand F (Frequently) 10 lbs. or less F (Frequently)

Walk O (Occasionally) 11-20 lbs. O (Occasionally)

Sit C (Constantly) 21-50 lbs. O (Occasionally)

Handling C (Constantly) 51-100 lbs. O (Occasionally)

Reach Outward F (Frequently) Over 100 lbs. N (Not Applicable)

Reach Above Shoulder O (Occasionally) PUSH/PULL

Climb O (Occasionally) 12 lbs. or less O (Occasionally)

Crawl O (Occasionally) 13-25 lbs. O (Occasionally)

Squat or Kneel F (Frequently) 26-40 lbs. O (Occasionally)

Bend F (Frequently) 41-100 lbs. N (Not Applicable)

N (Not Applicable) – Activity is not applicable to this occupation.

O (Occasionally) – Occupation requires this activity up to 33 of the time (0 – 2.5+ hours/day).

F (Frequently) – Occupation requires this activity from 33% - 66% of the time (2.5 – 5.5+ hours/day).

C (Constantly) – Occupation requires this activity more than 66% of the time (5.5+ hours/day).