Summary Statement The Support Services duties to include data entry of fiscal transactions from the FSF system, PCard summary sheets and FACTS transactions.
Manage energy report and services report with the assistance of fiscal staff.
Maintaining spreadsheets, filing hard copies of fiscal documents and stamping in fiscal invoices.
Prepare correspondence using approved forms.
Serve as official recorder for documentation of meetings.
Interact with Parts room/Fiscal staff and other department employees via telephone, e-mail and in person and customers (vendors) via telephone, e-mail, and in person.
Essential Functions Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class.
Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Applies agency laws, rules, regulations, policies and procedures in maintaining and processing agency information.
Creates official agency word processing documents; creates and maintains agency databases typically using Access or similar software packages; creates and maintains spreadsheets; creates original presentations using software packages.
Serves as a liaison with the public, clients, agency staff and others to exchange information and explain agency services, laws, rules, regulations, policies and procedures.
Assures effective coordination of operational functions.
Establishes tracking and monitoring systems and conducts follow up to ensure effective resolution of matters.
Obtains, organizes and drafts technical and administrative material necessary for public information or departmental use.
Collects and compiles data to prepare reports and provide supporting documentation.
Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation.
Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program and project activities.
May oversee or supervise lower level employees.
Job Requirements JOB REQUIREMENTS for Administrative Specialist II Applicants must have education, training and/or experience demonstrating competence in each of the following areas: One year experience in coordinating office activities such as planning/coordinating meetings or conferences; tracking workflow and follow up; composing meeting notes; directing clients/customers; explaining services to the public and customers/clients; establishing or maintaining filing/record systems.
One year experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities.
One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
One year experience in using standard computer software programs for word processing, spreadsheets or databases.
