Administrative Support Specialist

1 week ago

Reading, Pennsylvania, United States Berks County Full time
Job Summary

The Administrative Assistant provides high-level administrative support to the Director and Deputy Director of Facilities at Berks County. This role involves managing administrative operations, compiling data and drafting reports, maintaining confidential records, organizing and facilitating meetings, coordinating department projects, and providing technical and administrative assistance.

Key Responsibilities
  • Administrative Support: Provide administrative assistance, such as writing and editing documents, preparing communications, and drafting reports on behalf of the Director and Deputy Director.
  • Record Keeping: Maintain comprehensive and accurate records, including confidential material and files.
  • Meeting Coordination: Organize meetings and events, including scheduling, sending reminders, preparing agendas and presentations, and arranging catering and equipment needs.
  • File Management: Design, structure, and maintain control files of matters in progress and follow up to ensure necessary actions are completed.
  • Confidentiality: Control and maintain confidential material and files pertaining to labor negotiations, analyses, and reports, financial reports, audit reviews, personnel matters, and other sensitive information.
  • Organizational Files: Maintain organizational files and records.
  • Complaint Resolution: Receive and resolve or refer complaints to the appropriate party.
  • Professional Work: Perform professional work related to budget, schedules, and reports.
  • Work Coordination: Coordinate work assignments.
  • Backup Support: Provide backup support to other positions as needed.
  • Other Duties: Complete other duties and responsibilities as assigned.
  • Travel: Occasionally travel on an as-needed basis for training and to complete assigned duties.
Requirements
  • Education: Associate's Degree in Business Administration, Public Administration, or a closely related subject.
  • Experience: Three years of experience in advanced administrative office experience.
  • Equivalent Combination: Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
Knowledge, Skills, and Abilities
  • Facilities Operations: Knowledge of the principles and practices of facilities operations, construction, and engineering.
  • Staff Assignments: Ability to carry out staff assignments requiring the organization of material and development of procedures without direct supervision.
  • Operational Procedures: Ability to develop sound operational procedures on the basis of studies and analyses.
  • County Government: Ability to learn operating practices of county government.
  • Problem-Solving: Ability to independently troubleshoot problems.
  • Analysis and Judgment: Ability to be analytical, exercise a high degree of independence, and exercise good judgment.
  • Time Management: Ability to meet deadlines and timeframes.
  • Computer Applications: Advanced knowledge of computer applications, including Word, Excel, and PowerPoint.
  • Flexibility: Must be flexible.
  • Communication: Ability to communicate effectively both orally and in writing.
  • Interpersonal Skills: Ability to establish and maintain effective working relationships with government officials and the public, demonstrating good interpersonal skills and a high level of professionalism.
  • Attention to Detail: Ability to be detail-oriented, take initiative, and be multi-task oriented.
  • Stress Management: Ability to handle stress.
  • Physical Presence: Physical presence in the office is required.

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