ADMINISTRATIVE SPECIALIST II

Position Summary                                                                                                                         

The Administrative Specialist II position serves as primary support to Vocational Rehabilitation Counselors in the field office. This individual must be able to observe, receive, and obtain information from all relevant sources. The individual will be responsible for performing daily administrative tasks, including maintaining information files and processing paperwork. They will develop constructive and cooperative working relationships with others and maintain them over time. They will develop specific goals and plans to prioritize, organize, and accomplish their work. Their duties will include entering, recording, storing, and maintaining information in both electronic and written formats; therefore, they will   need to own proficient computer skills. The individual will interact directly with the public, greeting clients via phone, email, or in person. They will have some travel according to the Vocational Counselor’s itinerary to various sites within the designated counties to market and serve clients in all areas.

Preferred Qualification

Proficiency in all Microsoft Office products is required, especially Microsoft Excel and Word. 

Experience in database management.

Knowledge of and the effective application of grammar, punctuation, and spelling rules.

Public presentation experience

Management and organizational skills with attention to detail.

Job Responsibilities and Expected Results

1. Schedule and confirm appointments for clients, vendors, or supervisors.
2. Manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
3. Operate office equipment, such as fax machines, copiers, or phone systems, and arrange for repairs when equipment malfunctions.
4. Maintain scheduling and event calendars.
5. Assist clients with job exploration duties to obtain appropriate employment under the Vocational Counselor’s direction.
6. Participates in marketing activities in order to create more public knowledge about services provision to individuals with disabilities out in the community.
7. Develop and maintain relationships with community referral sources including schools, employers, and service providers.
8. Assist in arranging necessary services for clients including medical and mental health services.
9. Greet the public as they enter the building to apply for services. 
10. Route phone calls to the appropriate party.