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Home Careers Job Descriptions Administrative Office Specialist II
Home Careers Job Descriptions Administrative Office Specialist II
Administrative Office Specialist II

Administrative Office Specialist II Job Description

Job Title: Administrative Office Specialist II
Job Code: R41804
Job Series: Administrative Specialist
FLSA Status: Exempt
OCC Group: Professional Services (PS)

Signature of the State Court Administrator approval available on file in the Human Resources Division.

General Statement Of Duties:
Provides administrative support to a judicial district or probation department or division.
Distinguishing Factors:
The Administrative Office Specialist II is distinguished from other classifications due to providing the full range of job functions related to the administrative support of the judicial district, probation department or division.
Essential Functions Of the Position:
Provides general accounting and fiscal functions for the division including, but not limited to: processing invoices and vouchers, preparing monthly expenditure reports, budget monitoring and compiling year-end summaries. 
Provides Human Resources functions for the division including but not limited to: employee file management, payroll processing including balancing leave accruals, contract administration, benefit liaison, recruitment functions, 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 employee’s regarding benefits, payroll, FMLA, disability and Worker’s Compensation issues, etc.
Provide clerical support.  Composes and types correspondence and other documents from rough draft to copy.
Assist in the development and/or communication of administrative policies, directives, rules and regulations.
Functions as liaison for the division to resolve concerns and complaints from the public and employees. 
Compiles statistical data and helps provide analysis for planning purposes.  May be asked to 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.
Provides purchasing/procurement for the division including ITS coordination for computers/phone systems. Track inventory of supplies.
Provide back up IT Techs for computer, audio visual, phone, sound system and FTR needs.
Day to day management of facilities including maintenance, coordination with county staff on needs and help with construction projects.
Conducts or participates in special projects and committees.
May organize and schedule meetings, events, and travel arrangements.
Attends meetings and training as required.
Performs other duties as assigned.
Supervisor Responsibilities:
Responsible for one's own work product and may provide assistance, or explain work instructions to less knowledgeable or experienced coworkers.
Minimum Education:
Bachelor’s degree (B.S. or B.A.) in business, public or court administration from a four-year accredited college or university and one year of office administrative experience
Three years of related office or clerical experience required.
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 25 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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