Administrative Specialist II - Board Liaison id-8076

May 7, 2025

Administrative Specialists carry out a variety of activities in support of general administrative services.

Work involves creating word processing documents typically using a standardized software package such as Word; creating and maintaining databases typically using a standardized software package such as Access; creating and maintaining spreadsheets typically using a standardized software package such as Excel; creating original presentations typically using a standardized software package such as Power Point. Creating and producing these support documents requires applying advanced technology skills.

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The extent to which positions use the computer applications will vary due to specific work assignments; however, the overall concept of the level of work will be used to make classification decisions.

Essential Functions:

Scheduling meetings with Board members, Licensing State employees.
Preparing Board rooms, Zoom, Team Calls.
Answer phones, file, schedule meetings and maintain conference rooms.
Applies agency laws, rules, regulations, policies and procedures in maintaining and processing agency information.
Creates official agency word processing documents; creates and maintains agency databases typically using Access or similar software packages; creates and maintains spreadsheets; creates original presentations using software packages.
Serves as a liaison with the public, clients, agency staff and others to exchange information and explain agency services, laws, rules, regulations, policies and procedures.
Assures effective coordination of operational functions.
Establishes tracking and monitoring systems and conducts follow up to ensure effective resolution of matters.
Obtains, organizes and drafts technical and administrative material necessary for public information or departmental use.
Collects and compiles data to prepare reports and provide supporting documentation.
Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation.

Levels of Work:

This is the second level administrative specialist work organizing and coordinating administrative activities in support of a variety of operational areas. Positions assigned to this level report to an administrator typically responsible for a program area involving several functional areas or a statewide program operating from a central office for which the incumbent performs support services of a diverse and complex nature.
Word processing documents produced typically require composing correspondence in addition to the work performed at the I level, i.e., formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications.
Keeps superior apprised of issues and accomplishments, follows up and tracks work flow and resolves problems relating to procedures and deadlines.
Principal contacts are for the purpose of coordinating administrative details with the agency's other programs/functions or with other state/federal agencies and private businesses

Knowledge, Skills and Abilities:

Knowledge of operations, services, programs and agency organization.
Knowledge of program policies, procedures, and requirements.
Knowledge of state and federal laws and regulations related to the area of assignment.
Knowledge of administrative support practices and procedures.
Knowledge of grammar, punctuation, spelling and composition.
Knowledge of the methods and techniques in composing written communications such as responses to inquiries and narrative reports.
Skill in applying basic and advanced tools used in word processing applications.
Skill in applying the tools used in creating and modifying spreadsheet and database applications.
Skill in coordinating agency/program operations.
Ability to establish and maintain effective working relationships.
Ability to understand, explain, and apply rules, regulations, policies and procedures.
Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.
Ability to communicate effectively with staff, employees and public.

Job Requirements:
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
1. Experience in coordinating office activities such as planning/coordinating meetings or conferences; tracking workflow and follow up; composing meeting notes; directing clients/customers; explaining services to the public and customers/clients; establishing or maintaining filing/record systems.
2. Experience in data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.
3. Experience in creating reports which includes combining and presenting data from multiple sources in an organized format.
4. Experience in using standard computer software programs for word processing, spreadsheets or databases.

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1. HOW DO YOU PLAN YOUR DAY?

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