Administrative Support Specialist

24 hours ago

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

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

Key Responsibilities
  • Provide administrative assistance, including writing and editing emails, purchase requisitions, drafting memos, and creating forms.
  • Maintain comprehensive and accurate records.
  • Organize meetings and events, including scheduling, sending reminders, preparing agendas and presentations, and arranging catering and equipment.
  • Design, structure, and maintain control files of matters in progress and follow up to ensure necessary actions are completed.
  • Control and maintain confidential material and files pertaining to labor negotiations, analyses, and reports, financial reports, audit reviews, personnel matters, and other sensitive information.
  • Maintain organizational files and records.
  • Receive and resolve or refer complaints to the appropriate party.
  • Perform professional work related to budget, schedules, and reports.
  • Coordinate work assignments.
  • Provide back-up to other positions as needed.
  • Complete other duties and responsibilities as assigned.
  • Occasionally travel on an as-needed basis for training and to complete assigned duties.
Requirements
  • Associate's Degree in Business Administration, Public Administration, or a closely related subject.
  • Three years of experience in advanced administrative office experience.
  • Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
Preferred Qualifications
  • Knowledge of the principles and practices of facilities operations, construction, and engineering.
  • Ability to carry out staff assignments requiring the organization of material and development of procedures without direct supervision.
  • Ability to develop sound operational procedures based on studies and analyses.
  • Ability to learn operating practices of county government.
  • Ability to independently troubleshoot problems.
  • Ability to be analytical, exercise a high degree of independence, and exercise good judgment.
  • Ability to meet deadlines and timeframes.
  • Advanced knowledge of computer applications, including Word, Excel, and PowerPoint.
  • Must be flexible.
  • Ability to communicate effectively both orally and in writing.
  • Ability to establish and maintain effective working relationships with government officials and the public, demonstrating good interpersonal skills and a high level of professionalism.
  • Ability to be detail-oriented, take initiative, and be multi-task oriented.
  • Ability to handle stress.
  • Physical presence in the office is required.
Working Environment

This position is located in a normal office environment.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee.

It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.

The County of Berks provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, political affiliation, or any other characteristic protected by federal, state, or local laws.

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