LOCAL OFFICE ADMINISTRATIVE SPECIALIST

Position Summary

The Local Office Administrative Specialist is responsible for coordinating office activities, collecting information for intakes, providing basic caseload support services, researching, and preparing special reports, developing, revising, and recommending administrative policies and procedures as directed by the supervisor. Also, the Local Office Administrative Specialist needs to be quick learners and versatile. They should possess strong communication skills – both written and verbal – and a sound work ethic. They need to approach their jobs with a positive attitude and have a thorough understanding of their company’s policies and overall mission. On top of those things, Local Office Administrative Specialist needs to own proficient computers kills. Local Office Administrative Specialist often interacts with customers, so they must be able to conduct themselves in a professional and courteous manner.

Key Business Processes/Duties

1. Researches and analyzes data pertinent to work programs and/or agency/institution goals and objectives and prepares reports explaining findings and recommendations.
2. Assists in developing or revising policies, procedures and directives based on research findings; submits to supervisor for approval.
3. Compiles financial information used by supervisor to formulate budget proposals and monitors expenditures to ensure optimum operating efficiency.
4. Reviews and answers or prepares correspondence relating to agency/institution programs.
5. Interprets agency administrative directives, policies, and procedures to ensure consistent application.
6. Provides information, assistance, and clarifications to interested parties concerning agency/institution programs, policies, and procedures.
7. Assists supervisor by maintaining leave records, appointment calendar, and prioritizing incoming correspondence.
8. Provides training to new administrative support staff.
9. Above-average knowledge and experience in utilizing Microsoft software application: Excel, Word, Access, and PowerPoint.
10. The ability to organize own work, coordinate projects, set priorities, meet deadlines, within minimum direction.
11. Ability to conduct research and compile data into report form.
12. Create, maintain, or customize Excel spreadsheets and Access databases within established timeframes and in accordance with policies, guidelines, and accepted procedures.
13. File records, correspondence, reports, and other information.
14. Retrieve, compile, maintain, and manipulate information from computerized files, records, and logs.
15. Develop and manage quarterly billing systems, in addition maintain financial ledgers and submit reports to supervisor.
16. Provide information and technical assistance within the department and outside agencies organizations, and the general public as needed.
17. Enter all WIOA data entry related to 911 reporting.
18. Order and maintain office inventory of equipment and supplies.
19. Keep track of equipment that needs to be returned to Little Rock.
20. Print all forms necessary to be added to files for clients.
21. Maintain monthly report for counselor.
22. Maintain daily posting of encumbrances.
23. Replenish all paper in copiers, printers, and fax machines.
24. Submit tickets to DIS Helpdesk to report office equipment & IT equipment repairs.
25. Record and make sure all bills are signed, copied, and mailed to Little Rock for payment.
26. Record postage in meter and always maintain postage in machine.
27. Reorder money for postage meter and post to the meter.
28. Prepare report for Little Rock for fiscal year end on postage meter.
29. Designated Office Support Person (OSP)
30. Complete intakes for counselor.
31. Field client phone calls for counselor and provide assistance when possible.
32. Assist counselor daily with maintaining up-to-date case management.
33. Monitor action alert lists.
34. Monitor quarterly certifications.
35. Travel to itinerary points for intake and client appointments when allowed and needed.
36. Travel to high schools and colleges to participate in job fairs and informational fairs.
37. Monitor and report all computer and Internet issues to DIS.
38. Complete and collects itineraries for manager and counselor and submit to appropriate parties.
39. Performs other duties as assigned.