Administrative Specialist II
JOB CODE: 2020
PAY GRADE: 1130
SALARY RANGE: $27,828 - $47,376
LOCATION OF WORK
Various City-Parish Departments
Under the direction of a higher classification, performs advanced level clerical duties and intermediate level administrative support work. Work involves responsibility for developing, establishing and revising office policies and procedures. Work also may involve the supervision of a clerical unit or a complex specialized function within a department. Incumbents in this classification exercise considerable independent judgment, as well as confidentiality. Work is reviewed through conferences and results obtained. Performs other work as requested.
ESSENTIAL WORK TASKS
Develops, establishes, and revises office policies and procedures; ensures the proper implementation of new and modified policies and procedures. Composes correspondence and other materials from instructions; creates charts, tables, graphs and spreadsheets to complete complex reports; maintains databases. Plans, assigns, and supervises the activities of a clerical unit; ensures the smooth flow of work and ensures compliance with departmental policies and procedures applicable to each unit. Compiles and prepares statistical data for monthly and annual reports; may assist in the preparation and management of budget affairs. Checks operating reports for accuracy and conformance to modern policies and standards. Performs detailed research; collects and compiles data for administrative and annual reports, agendas, bulletins, questionnaires, agreements, deeds, ordinances, resolutions, contracts, proclamations, briefs, summonses, subpoenas, and other documents. Types correspondences, memorandums, minutes, invoices, statements, reports, and other materials from other sources. Explains, counsels, and advises employees and the public on City-Parish and departmental policies, procedures and regulations. Operates modern specialized office equipment including word processor, calculator, copy machine, microfilmer, fax machine and other office equipment in the performance of clerical operations.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of organizational structure, legislative and administrative procedures of City-Parish government. Knowledge of modern office practices, procedures, equipment and clerical techniques. Knowledge of business English, spelling, and arithmetic. Skill in the use of modern office equipment such as the telephone, calculator, copier, personal computer or terminal and related peripherals. Ability to compose and prepare effective correspondence and statistical analysis. Ability to supervise a subordinate clerical staff; exercise initiative, independence, and sound judgment in supervisory duties. Ability to establish and maintain effective working relationships with staff, department or division director, other departments, divisions, agencies and the public. Ability to communicate effectively, both orally and in writing. Ability to maintain confidentiality of records and materials. Ability to work independently and effectively resolve administrative problems. Ability to apply good work habits such as punctuality, reliability, preciseness, and dependability in order to effectively complete assigned tasks and contribute to the smooth operation of the department and division.
High school diploma, GED, HiSET, or equivalent certificate of competency, supplemented by courses in business education, and four years of experience in a variety of responsible clerical duties.
Any equivalent combination of education and experience.
CERTIFICATIONS / LICENSES / REGISTRATIONS
(Unless otherwise specified below, must possess at the time of appointment and must be maintained current throughout employment in this classification.) Position(s) of this classification may require a valid Louisiana driver's license. If license is required, must be maintained throughout employment in this position.
OTHER JOB ASPECTS
Position(s) may require passing a typing (45 words per minute), word processing, spreadsheet, Microsoft Windows proficiency and/or other computer skill test(s). For security purposes, all applicants/employees of EMS-Prison Medical Services must obtain and maintain security clearance with the East Baton Rouge Parish Sheriff's Office throughout employment in this classification.
The work examples described in this specification are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from job performance requirements if the work is similar, related, or a logical assignment to the job.