(DEPARTMENTAL INTERNAL ONLY) PUBLIC WORKS DEPARTMENT – ADMINISTRATIVE SPECIALIST, SENIOR

Minimum Qualifications

Position will work within various locations of El Paso County

Acceptable Experience and Education
Associates Certificate in Business or related field with four (4) years of executive secretarial/staff support experience with one (1) year of office support; to include one (1) year of developmental supervisory or managerial experience;

Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certificates and Licenses Required
May require Deputy Clerk deputizing; may require AOP certification;

May require or obtain by date of hire a valid driver’s license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.
Typical Duties
Essential Duties
As directed supervises department employees, including assigning and reviewing work, training, providing input or preparing performance evaluations, and making recommendations on hiring, terminating, and disciplining personnel;

Motivates and works with employees to correct deficiencies;

Plans, directs, and coordinates, through subordinate-level staff, the department work plan;

Assists with managing the career development and performance of staff assigned;

Meets with management staff to identify and resolve problems;

Assigns projects on areas of responsibility; and reviews and evaluates work methods and procedures;

Assumes responsibility for delegated administrative and clerical tasks, including correspondence, publications, records management, report preparation and e-filing; and other materials from rough draft or from source documents for review and signature; reads and reviews outgoing correspondence; performs data entry, processes billings; receives payments; balances receipts with payments; and mail processing;

Assists with technical questions regarding e-filing system;

Assists with developing internal policies and procedures;

Establishes and maintains files and records; arranges and schedules meetings; prepares and distributes meeting agendas; attends meetings and takes notes and/or minutes;

Serves as/or as back up as a point of contact via phone, email, or personal contact for participants, outside agencies, other county departments and the general public concerning inquiries or complaints about a specific program and/or its services; researches information; makes appropriate referrals for assistance;

Gathers, organizes, and summarizes information for special projects; prepares various routine and complex reports, tables, graphs and statistical summaries;

Trains on processes;

Schedules document archive and document disposal;

As directed orders and maintains supplies; keeps inventories;

Maintains confidentiality;

Reports any equipment maintenance needs for appropriate action;

Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations;

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and

Creates a high quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.

May serve as back up:
Processes titles and registrations;

Receives/cashier’s appropriate fees; ensures that all information on check(s) is in compliance with check acceptance policy; records all pertinent information in order to cross reference transaction with valid identification and receipts; processes mail;

Evaluates and ensures proper documentation;

Is responsible for handling large amounts of money and balancing daily monies (cash, checks, and credit card transactions) to receipts at close out;

Maintains record archive and disposal, mail runs to County’s mail room and delivers correspondence to various departments as needed.

Other Important Duties*
Performs such other related duties as may be assigned.

Maintains a safe and healthy work place environment.

May be required to travel to satellite branches when assigned or at times, on very short notification.

As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.

Job Summary
Summary of Position
The Administrative Specialist, Senior under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department. This designation is distinguished from the Administrative Specialist, Intermediate classification by greater work complexity, broader work activities and some lead work authority.

Additional Information
Organizational Relationships
Reports to: Manager, Department Head or Elected Official or designee

Directs: Provides lead work

Other: Has frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other external agencies and the general public