Sr. Administrative Specialist
Job Summary
The primary responsibilities of a Sr. Administrative Specialist include receiving, sorting, and distributing mail and packages; assisting with graphic design, copy preparation, design setup, finishing, and laminating at the County Print Shop; processing print shop orders; and providing general clerical and customer service support. This role will also be working with the business team processing purchase orders, ordering supplies, and providing general administrative and customer support.
Key Responsibilities
Mail Handling:
Receive, sort, and distribute mail and packages to the correct department or recipient
Sort and prepare out-going and inter-office mail
Monitor postage meter usage daily for billing purposes
Print Shop Support:
Manage the print shop software application for tracking orders
Maintain an adequate inventory of consumable supplies based on usage across all Canyon County departments
Develop and maintain vendor relationships, as well as updating service logs
Printing, copying, and finishing tasks to complete print orders when ordered
Create identification badges for appropriate offices and departments
Create and update order for departments on Print Shop software
Administrative Support:
Manage incoming office supply orders, coordinate pickup, and oversee inventory management to ensure adequate stock levels and efficient distribution
Issue purchase orders for supplies according to office policies and procedures
Perform data entry and filing in support of office functions
Answer incoming telephone calls from the public and other county departments as needed
Compose routine correspondence
Handle filing tasks
Perform general clerical support for staff as needed
Customer Service:
Answer incoming telephone calls from the public and other county departments as needed, providing information and routing calls to the appropriate recipient
Respond to inquiries and requests, providing information on county services, policies, and procedures
Other Duties
Perform all work duties and activities following county policies, procedures, and safety practices
Lead or assist with special projects or additional tasks as assigned
Qualifications
Skills and Abilities
Build and maintain effective working relationships with supervisors, county employees, vendors and the public
Proficient in office equipment and software applications relevant to the role; Microsoft Office and Adobe software products, including Word, Excel, Publisher, Acrobat, Canva, and Illustrator
English grammar, spelling and punctuation
Communicate clearly and effectively both, verbally and in writing
Collaborate constructively with colleagues and the public to deliver high-quality public service
Build and maintain effective working relationships with supervisors, county staff, vendors, and the public
Evaluate and analyze customer needs to provide exceptional customer service
Respond courteously to inquiries, even in challenging situations
Maintain and organize records, ensuring accurate filing practices and procedures
Prepare clear and concise records
Learn county functions thoroughly to provide accurate information and explain services, policies, and procedures
Manage multiple tasks, handle interruptions, and meet deadlines
Special Qualifications
Valid driver’s license
Successfully complete a background investigation
Education and Experience
High School diploma or GED equivalency required
At least two years’ experience in an administrative support role; print shop and/or mail room experience a plus
An equivalent combination of experience and training may be considered
Essential Physical Abilities
Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, review and process documents, supervise the work and performance of others, and organize documents and materials
Sufficient clarity of speech and hearing, or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person
Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a multi-line telephone system, a personal computer, and standard office equipment
Sufficient personal mobility, strength, agility, and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period, move or lift to 50 pounds, and work in an office environment
Disclaimer
To perform this job successfully, an individual must be able to perform the primary job responsibilities satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice.
Canyon County is an Equal Opportunity Employer. Employment decisions related to recruitment and selection are made without regard to race, color, religion, sex, national origin, age, disability or genetics.