Administrative Specialist for Development Services

6 days ago

Palmer, Alaska, United States Matanuska-Susitna Borough Full time
Job Summary

This position is responsible for providing specialized administrative support for the operations of an assigned Borough division. The Development Services Administrative Specialist is responsible for keeping track of team members and their needs. The person filling this position will be the backup to the clerk of boards/commissions that are the responsibility of the Planning and Land Use Department.

Key Responsibilities
  • Billing: Prepares disbursement requests to process invoices for payment; tracks and prepares Division Manager's expenses for payment.
  • Budget: Participates in Division budget preparation. Monitors budget expenditures and performs budget adjustments as necessary following financial procedures.
  • Correspondence: Creates, composes, edits, produces and/or distributes varied correspondence, legislation, reports, meeting minutes, advertisements, mailings, notices and other materials.
  • Customer Service: Commits to satisfying internal and external customers, within the scope and responsibility of position; builds and maintains customer satisfaction with the services offered by the organization.
  • Data Entry: Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.
  • Division Liaison: Provides liaison with supervisor's contacts within and outside the organization; obtains and disseminates information.
  • Hiring: Process paperwork related to hiring of division employees.
  • Mail: Opens incoming mail and sorts into convenient categories for review.
  • Meetings: May facilitate and/or serve as Parliamentarian for Borough boards and commissions associated with the Division's scope of responsibility.
  • Payroll: May track and verify time records.
  • Phones: Screens the supervisor's telephone calls.
  • Records & Records Coordination: Serves as the main Records Coordinator for the Division.
  • Research: Obtains, compiles, and presents in suitable form a variety of materials related to the Division Manager's work.
  • Scheduling: Maintains appointment and event calendars.
  • Supplies & Equipment: Maintains supplies inventory, orders supplies.
  • Tracking: Gathers or searches for information from various documents.
  • Travel: Makes arrangements and coordinates travel schedules and reservations for meetings, training, and travel away from main work site location for Division personnel.
  • Website: May provide website design and updates to the work unit and/or division webpage.
Benefits

The Mat-Su Borough offers a variety of benefits to its eligible employees, including Health, dental and vision insurance, life insurance, accident and dismemberment (AD&D) insurance, retirement, supplemental benefits (in lieu of social security), deferred compensation, and an employee assistance program.

The Borough recognizes 11 paid holidays (plus 1 floating holiday). Regular employees with a regularly scheduled work week of less than forty (40) hours shall receive holiday pay on a pro-rated basis.

Personal leave will begin accruing the first day employment, however, it will not be available until after the employee has completed three (3) months of service.

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