Operations Support Specialist II

Administrative Assistant

Performs varied advanced administrative, technical and lead general assistance duties in support of Division operations. Work involves coordinating, preparing and processing varied administrative documents such as payroll, budget, purchasing, etc.; preparing a variety of operational documents, forms, reports, records and summaries; entering data and retrieving information from Division databases; and maintaining automated and manual files.

Coordinates and provides operational support to assist in the management of divisional operations, programs, and services. Coordinates the activities of assigned support, administrative and office functions; reviews and processes a variety of internal and external reports, forms, invoices, contracts and related documents; prepares related statistical summaries and narrative reports. Receives and responds to requests, inquiries and complaints from the public, other jurisdictions and other County Divisions, Departments and sections; prepares and proofreads correspondence for format, accuracy and completeness; coordinates activities with and provides information to outside contractors and service providers. Reviews and summarizes a variety of fiscal, statistical and administrative information; prepares related reports and memoranda; develops and revises division forms and report formats, as well as report preparation procedures; develops, implements and maintains a variety of file systems. Performs a variety of administrative duties for the Division to include preparing and / or processing budget, purchasing, payroll and accounting documents; coordinates the preparation of budget development documents; tracks expenditures and revenues; and prepares budget amendments. Records and deposits monies received by the Division. Serves as liaison between assigned Division and support services Divisions, including Information Technology, Human Resources, Risk Management, and / or Procurement. Provides support to hiring managers to include monitoring vacancies, entering requisitions for vacancies, completing human resources related forms, printing and reviewing applications, scheduling interviews and assisting with divisional onboarding processes. Enters data into Division databases, to include information from administrative functions and from operational / program activities. Establishes and maintains automated and manual records and files. Provides assistance and information to internal and external callers and visitors regarding the Division, its programs and services and the administrative support functions; refers callers / visitors to appropriate staff as needed. Performs special projects as assigned. Orders office supplies; makes travel arrangements and reservations; and maintains calendars for management staff or conference rooms.

Associate degree required. Three (3) years of related experience. Candidates without a degree should possess two (2) additional years of related experience. Fingerprinting required.