Home Careers Job Descriptions Administrative Specialist I - III
Home Careers Job Descriptions Administrative Specialist I - III
Administrative Specialist I - III Job Description

Job series:  Administrative Specialist
FLSA status: Administrative Specialist I – Non-Exempt, Administrative Specialist II-III – Exempt
OCC Group: Professional Services
Job code: R41803, R41804, R41805
Original signature of State Court Administrator approval available in the Human Resources Division, signed 4/30/2007.

CONCEPT OF CLASS
Provides entry level to high level administrative support to a District Administrator or Chief Probation Officer responsible for directing a judicial district, probation department, division, or special program. The court or probation department’s three year average budget will determine the Administrative Specialists percent of statewide budgetary responsibility. An upgrade in classification level will occur when the three year average budget exceeds the required "Percentage of Trial Court Budget" listed in the chart below for two consecutive years. Should the district's budget fall below the current incumbent's classification level, the classification will remain frozen until the position is vacated, or the percentage of budget meets the qualifications of the current classification.
 
DISTINGUISHING FACTORS
 
Job Requirements
Point Factor Allotted
      Number of Employees Supervised
       
       
0 - .99 FTE
 
0 points
1 – 2.99 FTE
 
1 point
3+ FTE
 
2 points
 
 
 
 
      Percentage of Statewide Budgetary Responsibility
0 – .99%
 
0 points
1% - 2.99%
1 point
3 – 7.99%
 
3 points
8 – 10.99%
 
5 points
11+%
 
7 points
Admin Specialist I (0 - 1 point)
Admin Specialist II (2 – 5 points)
Admin Specialist III (6 - 9 points)
 
 
 
There can be no more than one Administrative Specialist III reporting to the same Administrative Authority in a judicial district. In each district only one Administrative Specialist will receive credit for statewide budgetary responsibility.
 
ESSENTIAL FUNCTIONS OF THE POSITION
• Maintains general accounting and fiscal functions including, but not limited to: processing invoices and vouchers, preparing monthly expenditure reports, and compiling year-end summaries.
 Coordinates Human Resources functions such as: employee file management, payroll processing including balancing leave accruals, contract administration, benefit-related recordkeeping, light screening/interviewing of applicants, and performance appraisal distribution and collection.
 Conducts new employee orientations to ensure employees gain an understanding of benefit plans and enrollment provisions. Counsels employees (and potential employees/applicants) on plan provisions so that individuals can make informed benefit decisions. 
 Assists with general employee questions regarding benefits, payroll, FMLA, disability and Worker’s Compensation issues, etc.
 Composes and types correspondence and other material from rough draft to copy. May develop and /or communicate administrative policies, directives, rules and regulations.
 Functions as liaison for judicial district to resolve concerns and complaints from the public and employees. The Administrative Specialist III may conduct management projects to strengthen and improve various court services. Recommends changes or findings to the Administrative Authority.
 Compiles statistical data for planning purposes. May be asked to analyze data, present findings, provide input and participate in projects to forecast and monitor budgets. May prepare requests for proposals, assist in vendor selection, and coordinate acquisition.
 Purchases office supplies, furniture and other office materials.
 Organizes and schedules meetings and special events.
 Conducts or participates in special projects and committees.
 Performs data entry for various accounting/tracking systems.
 
SUPERVISORY RESPONSIBILITIES
Please see distinguishing factors as outlined above. Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; and, addressing complaints and resolving issues.
 
 
MINIMUM QUALIFICATIONS   
To perform this job successfully, an individual must be able to perform each of the locally established essential functions and meet the physical and environment demands described below satisfactorily. The requirements listed below are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.
 
MINIMUM EDUCATION and EXPERIENCE REQUIREMENTS
Administrative Specialist I
 Bachelor’s degree (B.S. or B.A.) in business, public or court administration from a four-year college or university or two years of related office management or clerical administrative experience is required.
 
Administrative Specialist II
 Bachelor’s degree (B.S. or B.A.) in business, public or court administration from a four-year college or university and two years of directly related experience OR three or more years of directly related experience is required.
 Supervisory experience is preferred.
 
Administrative Specialist III
 Bachelor’s degree (B.S. or B.A.) in business, public or court administration from a four-year college or university and three years of directly related experience OR five or more of directly related experience is required.
 Supervisory experience is preferred.
 Project management experience is preferred.
 
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to walk. The employee frequently is required to stand; sit; reach with hands and arms; and perform repetitive motions with wrists, hands, and fingers; stoop, kneel, crouch, or crawl; and talk or hear. The employee is occasionally required to climb or balance. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
 
WORK ENVIRONMENT
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and high precarious places. Occasionally handles emergency or crisis situations; frequently subject to interruptions, and multiple calls and inquiries. The noise level in the work environment is usually moderate.
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