Administrative Support Specialist

The Administrative Support Specialist is responsible for performing a variety of clerical functions requiring the exercise of judgement and confidentiality, and reception functions requiring the exercise of judgment.

Duties include scanning and data entry as well as completing work processes via online state systems, background check queries, drafting and typing correspondence, reports, and other documents.

RESPONSIBILITY LEVEL:

Responsibilities include scanning and data entry as well as completing work processes via on-line state systems.

Responsible for performing a variety of clerical functions requiring the exercise of judgment and confidentiality.

Other duties include background check queries, drafting and typing correspondence, reports, and other documents.

PRINCIPAL DUTIES:

1.

Perform daily operational services related to the clerical and reception functions of the Division of Children and Family Services.
2.

Maintain a professional demeanor when greeting all visitors/customers in a pleasant and professional manner.
3.

Complete work processes via on-line state systems and a variety of software programs.
4.

Data entry of confidential consumer information into state systems (i.e.

PPS, CARES, CWW, etc.)
5.

Serve as a resource to external stakeholders to provide information and instruction on data entry into state systems.
6.

Draft and type correspondence, reports, track work flows, and other documents as needed.
7.

Work closely with other collaborating agencies to provide seamless services and data accountability.
8.

Provide the preparation and scanning of documents to state system.
9.

Prepare documents for court services and for attorneys on confidential cases (i.e.

redacting, copying, etc.)
10.

Attend meetings as requested; taking minutes and transcribing minutes from observation or recorded source.
11.

Maintain a safe and professional work environment.
12.

Perform other duties as assigned.

REQUIREMENTS:

1.

Associate Degree in Secretarial Science, Administrative Assistant or related field and a minimum of one year experience.

- OR -
2.

Any combination of education, training and experience which provide equivalent knowledge, skills and abilities.
3.

Typing and data entry testing.
4.

Passing a records check, background check, and/or credit check.

CORE COMPETENCIES:

1.

Possession of excellent customer service skills serving disabled and disadvantaged clientele.
2.

Knowledge of Excel and Access program design and manipulation is essential.
3.

Pleasant telephone voice and full knowledge of telephone etiquette.
4.

Ability to handle very sensitive/difficult situations involving minors, abuse, neglect, etc.
5.

Knowledge of business math and bookkeeping practices.
6.

Ability to prepare, compare, differentiate, assemble, classify and tabulate data accurately and maintain neat and complete records of reports.
7.

Ability to set priorities, work independently, and solve work related problems.
8.

Ability to work and communicate effectively wit...