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Administrative Specialist Iii

2 months ago

McLean County IL, United States County of McLean, IL Full time

Department:

- County Sheriff
- Job Status:

- Full-Time
- Details:
**Advertisement**:
**Administrative Specialist III - Sheriff’s Department Jail Division**

**Starting hourly rate: $19.66/hr**

**Work schedule: Monday - Friday, 8:00 am - 4:00 pm**

**Position Summary**

Under general supervision, the Administrative Specialist performs a variety of complex tasks to support the functions of the Sheriff’s Departments Jail Division. Duties typically require a greater degree of problem-solving judgement, professionalism, and communication. This position must maintain strict confidentiality concerning all correspondence and job-related activities. In addition to daily administrative tasks, there are opportunities for additional project work based on individual qualifications and interests.

**Essential Duties and Responsibilities**
- Professionally answer, screen and forward incoming phone calls to the Jail Administration
- Professionally interact in person, by telephone, and written correspondence with the public, County staff, and staff of other jurisdictions.
- Review, code, and process invoices for the Jail Division
- Inventory, purchase, inventory, and process supplies
- Maintain records, perform data entry, and create reports ensuring accuracy and proper grammar
- Assist with personnel files and Records Management and Retention
- Assist with background investigations
- Support for contractual companies and account creations.
- Prepares or assists in the preparation, compilation, and coordination of reports and records such as financial, payroll, labor distribution, equipment usage, purchasing, inventory, personnel, scheduling, registration, and testing.
- Compiles and produces material such as financial statements, manuscripts, schedules, test materials, engineering/construction reports, and technical and statistical reports requiring specialized knowledge and judgment in selection and treatment of data and format; prepares, tables, charts and graphs as required.
- Coordinates administrative, clerical operations, data entry, customer services and other activities.
- Provides technical support to the Supervisor and the Department, as needed.
- Attends staff meetings, committee conferences and hearings; takes minutes of proceedings. Prepares typed transcripts for general distribution or for confidential use by authorized personnel.
- Performs related work, as assigned by the Jail Administration

**Knowledge, Skills, and Abilities**
- Ability to use discretion and maintain confidentiality.
- Strong interpersonal skills and ability to handle issues with respect, integrity, and sensitivity.
- Ability to interact with the public and provide information in a polite and efficient manner, both in person and on the telephone.
- Skilled in active listening
- Ability to manage one’s own time efficiently
- Ability to establish and maintain effective working relationships with co-workers, various external contacts, and the public
- Knowledge of modern business practices.
- Knowledge of English composition, spelling, and grammar.
- Some knowledge of computers, applicable software programs, and other standard office equipment related to the duties of the position.
- Some knowledge of accounting practices and principles, as required by the position.
- Knowledge of local government operations, Human Resource related programs, policies and plans, and modern office practices and procedures.
- Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
- Skill in alphabetical and/or numerical filing.
- Ability to work effectively independently.
- Ability to understand and follow oral and written instructions.
- Ability to communicate effectively, both orally and in writing.
- Ability to establish and maintain effective working relationships with co-workers, officials, various external contacts, and the public.

**Required Qualifications**
- High school graduation, or possession of a GED Certificate
- 2-3 years of experience in an administrative support function, related to office administration
- Demonstrated excellence in written/verbal communication and professional presence
- Must be self-directed and possess problem-solving skills
- Must be organized and able to multi-task in a fast-paced work environment

**Preferred Qualifications**
- Bachelor’s degree
- Proficiency in Microsoft Teams

**Physical Demands**
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions._

This position requires sitting (5-8 hours daily), standing/walking (1-3 hours daily) and may experience occasional standing, walking, stooping, kneeling, reaching, lifting, and repetitive motion - use of the wrists, hands, and fingers.

Defined as sedentary work - exerting up to 10 pounds of force occasionally and/or negligi