Administrative Specialist for Caswell County NC Cooperative Extension Office

General Statement of Duties

Performs a variety of responsible administrative support and customer service duties requiring knowledge of County, state and federal rules, regulations, procedures and services.

Distinguishing Features of the Class

An employee in this class performs a variety of clerical, records processing, data entry, customer service and related administrative office duties. Work generally requires that employees handle day-to-day activities such as information and records processing. Work includes answering questions about County procedures by phone or in person; data entry of records; compiling information for reports; and creating and maintaining accurate files and records. The employee is expected to have a good understanding of the County and its services to respond to inquiries, including some technical knowledge about legal requirements and processes, policies, and procedures. Customer service duties require courtesy, tact and some independence of action particularly when encountering sensitive or confidential matters. Work includes the use of modern office technology including word processing, database, spreadsheet and/or specialized software. Skill is required for operating more advanced computer programs for processing financial and narrative information. Work at this level requires self-initiative in activities and the ability to resolve most daily issues by applying standard operating procedures. Unusual situations may be referred to others for guidance. Work is performed under regular supervision and is evaluated through observation, conferences, and quality and effectiveness of the work completed.

Duties and Responsibilities

Essential Duties and Tasks

Answers telephone and/or greets visitors; secures information via telephone or personal contact; selects appropriate materials or researches records to answer questions; directs calls or visitors and gives program and County information based on type of request; may handle confidential items and/or customer accounts.

Assists the public with understanding County policies and procedures or laws as they relate to the services being provided by the unit; explains reasons for denying a request; takes complaints, may refer to others for resolution or exceptions.

Provides general administrative support to the department manager; orders office supplies; and receipts all monies, prepares and makes bank deposits.

Serves as liaison with volunteer committee members; assists coworkers, volunteers and others with event preparation, logistics and activities.

Takes minutes of boards and committees.

Performs data entry of records and reports into computer systems for the County; generates records, reports, and/or other County requirements from the data; verifies and edits data as needed; prepares spreadsheets and reports of activities.

Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials based on limited information.

Compiles reports from program and service activity data requiring limited research; creates records by posting general program activity on established forms, files, computer databases, and spreadsheets.

Receives, screens and distributes mail, documents and other materials according to general knowledge of the work unit's operations and key personnel.

Maintains activity and County records and files; initiates appropriate follow-up or further action based on the status of office activity.

Operates a computer to perform data entry and generate reports, spreadsheets, correspondence, electronic mail; reviews work for compliance with instructions, spelling, and basic grammar.

Additional Job Duties

May coordinate or assist with the work of others, typically in their absence. 

Participates in cross training.

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Considerable knowledge of laws, regulations, procedures and practices of the County related to area of assignment.

            Considerable knowledge of modern office practices and procedures and related information technology equipment and software for database management, word processing and spreadsheets.

Skill in the use of office technology equipment and associated software products such as word processing, spreadsheets, and data bases used in area of work assignment.

Skill in customer service excellence, teamwork and collaborative conflict resolution.

            Ability to work independently on responsible administrative support tasks, some of which may be confidential or sensitive.

            Ability to work with data and figures, perform required mathematical calculations, and develop and maintain spreadsheets required in the work.

Ability to create and maintain accurate detailed records and files and to gather and compile data from a variety of sources to produce required and requested reports.

            Ability to keep fiscal and statistical records and files and provide information correctly and concisely, both orally and in writing.

            Ability to effectively plan and organize work for efficient processing, set and follow effective work priorities, and meet established deadlines.

            Ability to communicate effectively in oral and written form in person and by telephone.

            Ability to be tactful and courteous while conducting the departmental business.

            Ability to establish and maintain effective working relationships with supervisors, coworkers and the general public.

Physical Requirements

            Must be able to physically perform the basic life operational functions of stooping, kneeling reaching, standing, walking, pushing, pulling, lifting, fingering, talking, hearing and repetitive motions.

            Must be able to perform light work exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.

            Must possess the visual acuity to compile and compute data and statistics, perform basic accounting tasks, operate a computer, perform visual inspections, proofread materials and do extensive reading.                

Desirable Education and Experience

Graduation from high school supplemented by business courses and considerable administrative support experience including customer service; or an equivalent combination of education and experience.

Special Requirements

            May require possession of NC driver’s license.

Hiring Range $ $28,295.00 - $34,359.00.