Administrative Specialist B
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- Proofreads documents for typographical, spelling and content errors.
- Maintains established databases, generates routine reports from such data. May create spreadsheets/graphs using departmental information.
- May track/monitor budgets, post data to ledgers. Reconciles invoices and resolves discrepancies.
- Collects data with direction, formats ad hoc reports and produces variance reports.
- Operates a variety of office equipment.
- May place order for supplies and office equipment.
- Uses a variety of word processing software to type letters, reports, and presentation materials.
- May compose correspondence on own initiative for supervisor's review and some without review. May include confidential information.
- May perform desktop publishing.
- Maintains calendars, arranges appointments, meetings and travel itineraries.
- Answers telephone inquiries, takes and relays messages and greets visitors.
- Screens telephone calls/visitors, refers to appropriate staff member.
- Explains departmental policies and procedures in response to inquiries.
- May provide information to top level management, Board Members and external customers or stakeholders.
- Establishes/maintains complex departmental filing system including confidential departmental files and records.
- Sorts and routes department mail. Reviews/screens manager's mail, researches issues and provides recommendations.
- Coordinates and organizes departmental projects, some without direction, schedules complex meetings and prepares materials such as agendas, timelines, reports and presentations.
- Takes and produces minutes for manager's review.
- May provide training and direction to other non-exempt personnel on a routine ongoing basis.
External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.