Administrative Specialist

The Grand Forks Public Health Department is dedicated to improving the health and well-being of our community through education, services, and outreach. We are seeking a highly organized and motivated Administrative Specialist to join our team and contribute to our mission of promoting health and preventing disease.

To perform a wide variety of complex general office and administrative clerical and secretarial work in support of an assigned division or department; serves as receptionist providing front counter assistance to division/department and has substantial knowledge of specific program(s); Provides information and assistance to customers and responds to complex questions on behalf of department; Independently composes correspondence; researches and develops recurring and adhoc reports; performs bookkeeping and timekeeping responsibilities.

Examples of Duties

Essential Functions:

1. Perform complex administrative, secretarial and clerical duties in support of assigned division or office; serves as receptionist providing front counter assistance and has substantial knowledge of specific program(s). Provides information and assistance to customers and responds to complex questions on behalf of department. Interpret and explain department and city policies and procedures.
2. Performs bookkeeping duties; enters data from various sources including accounting, statistical and related documents; input corrections and updates; verify data for accuracy and completeness; Performs accounts receivable and accounts payable functions; compiles annual budget requests; prepares purchase requisitions and purchase orders; orders and maintain inventory of office supplies.
3. Performs timekeeping and payroll entry functions; receives timecards or other personnel information; prepares and enter employee hours for payroll; verify accuracy of edit lists and review information for completeness; maintains confidentiality.
4. Participates in preparing comprehensive reports; perform duties of recording secretary for assigned commissions or committees; prepare and distribute meeting packets; independently prepare and type reports, agenda, resolutions and a wide variety of documents; take and transcribe minutes.
5. Performs research; coordinates assigned projects; schedules and attend meetings in coordination with individuals from other departments, cities and outside agencies; attend and participate in meetings on behalf of supervisor; provide follow-up and status reports.
6. Operate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing; Maintain a variety of records and client files; retrieve files for staff as necessary; perform a variety of record keeping duties; Receive, screen, sort and distribute mail; prepare outgoing mail and special packages.

Marginal Functions:
1. Serves as technical resource to other clerical staff and volunteers.
2. Perform related duties and responsibilities as required