Administrative Support Specialist

2 weeks ago

Allentown, Pennsylvania, United States COUNTY OF LEHIGH PENNSYLVANIA Full time

GENERAL OVERVIEW:

This role involves providing comprehensive administrative support at a proficient level. The position is designed to deliver a range of assistance services for multiple individuals within the organization.

Responsibilities may include individual accountability for specific procedural tasks, with a primary focus on conventional administrative support functions such as data collection, organization, typing, workflow management, record maintenance, and general clerical duties.

This role is distinguished from related positions by the incumbent's direct responsibility for executing the main objective, which is to enhance the productivity of those being supported.

The position reports directly to a technical, professional, or administrative supervisor.

TYPICAL DUTIES: (Illustrative Only)


Processes and evaluates incoming correspondence; assesses the nature of the materials and the necessary procedural actions; identifies topics and their relevance to ongoing or past activities; may compile relevant records, correspondence, or other data for others' reference; directs materials to the appropriate personnel, both internally and externally; welcomes visitors and callers; assesses the purpose of their inquiries; provides information, approvals, processes, and other procedural details required for action; ensures clarity and completion of these elements before directing for further action; connects individuals to the correct office or person for assistance.

Organizes appointments and meetings for supervisors and other designated staff on a daily basis; makes phone calls on behalf of supervisors to gather and relay information; arranges conferences; coordinates participants' schedules; secures meeting venues; informs all involved parties of the date, time, location, and agenda; organizes any necessary equipment or additional support; may prepare summaries of background information for use in such meetings.


Types various documents including correspondence, memoranda, reports, opinions, petitions, agreements, contracts, and similar narrative and statistical materials from recorded dictation, stenographic notes, handwritten drafts, or other source materials; reviews and corrects typographical errors; may take stenographic or other notes of dictated correspondence such as cover letters, responses to invitations, and referrals; establishes and maintains office filing systems for such materials for staff access; processes documentation for official filing and distribution to offices and individuals both within and outside the organization.

May supervise the work of other clerical staff.

Performs related tasks as necessary.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:


Comprehensive understanding of clerical procedures and processing requirements related to record-keeping, documentation, and similar office functions in administrative, governmental, judicial, or similar environments.

Proficient knowledge of English grammar, spelling, and punctuation as applied in clerical processing roles in governmental or judicial settings.

Basic understanding of the organizational and functional relationships within the organization and related entities.

Ability to gather information and explain procedural and/or processing requirements to visitors, callers, clients, members of the public, and representatives from other offices both within and outside the organization.

Capability to prioritize workload, organize tasks, and fulfill clerical processing requirements efficiently.

Proficient in operating typewriters, word processors, copiers, and other office equipment as required by job duties.

Ability to utilize word-processing, spreadsheet, database, graphics, and/or similar computer applications as necessary for job assignments.

Ability to accurately take notes during discussions and dictated materials to produce draft and/or final correspondence, documents, and other items as required by job responsibilities.

Ability to foster and maintain effective working relationships with colleagues, callers, visitors, clients, representatives of other offices, and members of the public.


QUALIFICATIONS:

Minimum typing speed of 50 words per minute.

Proficient in Microsoft Office Suite.

EDUCATIONAL AND EXPERIENCE REQUIREMENTS:

Education equivalent to the completion of the twelfth grade.

Three to four years of clerical experience in an administrative, professional, governmental, or judicial environment, with at least one year at the full performance level.

Or any equivalent combination of acceptable training and experience that has provided the knowledge, skills, and abilities outlined above.

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