Local Office Administrative Specialist

Position Summary

The Local Office Administrative Specialist will function as the Telecommunications Access Program (TAP) Records Analyst. This position is essential to the operation of TAP having primary responsibility for ordering, processing, and distributing TAP equipment via UPS delivery to TAP customers and ensuring this information is accurately entered into the database. The Records Analyst must perform detailed tasks and achieve results with minimal supervision.

Education and Professional Work Experience

Minimum Qualifications

The formal education equivalent of a high school diploma; plus, four years of clerical and administrative experience in the area of assignment.

Preferred Qualifications

Proficiency in all Microsoft Office products is required, especially Microsoft Excel and Word. Database experience such as Microsoft Access is preferred. The candidate must effectively communicate orally and in writing. Excellent customer service skills. Knowledge of individuals with disabilities. Knowledge of specialized or adaptive telephone equipment. Knowledge of and the effective application of grammar, punctuation, and spelling rules is required. Good mathematical aptitude is essential. Organizational skills are required, with attention to detail. This position requires strong writing and verbal communication skills, collaboration, and presentation skills. Extensive knowledge of adaptive telephone equipment and Technology is preferred. Organizational skills are required, with attention to detail. Proficient application of Microsoft Office products is preferred, especially Microsoft Word, Excel, and PowerPoint.

Knowledge, Skills, and Abilities

• Knowledge of filing and recordkeeping procedures and general office procedures.

• Knowledge of customer service principles.

• Knowledge of basic accounting principles.

• Knowledge of computers and software applications.

• Ability to compose and edit correspondence, reports, and other documents.

• Ability to make decisions within prescribed boundaries.

• Ability to research data and prepare reports and recommendations.

Preferred Knowledge, Skills, and Abilities

• Knowledge of individuals with disabilities, and of adaptive equipment.

• Knowledge of computers and software application programs.

• The ability to demonstrate the operation of telecommunication equipment.

• Ability to operate standard office equipment.

• Ability to understand and communicate department policies and procedures.

• Ability to maintain communication records and logs.

• Skills in shipping and receiving with the ability to prepare reports and maintain files.

• Ability to interpret and apply program objectives and rules.

Job Responsibilities and Expected Results

• Interacts with public through telephone or in person.

• Maintains records, record complaints, and logs related to telecommunication operations on computer database.

• Prepares written notification on missing and follow-up documentation.

• Gathers and prepares information for requested reports by researching records.

• Ensures the integrity of data, corrects and update customer file as required.

• Assist in training and presentations to groups to provide information on the program.

• Stay current on present and new emerging telecommunication equipment through research and testing.

• Present the information on the types of equipment offered and their uses upon request.

• Monitor website and Facebook and report to TAP Manager.

• Perform other duties as assigned.

Position Information

Class Code: C054C

Grade: GS05

FLSA Status: NON-EXEMPT

Salary Range: $32,405.00 - $46,987.00

Summary

The Local Office Administrative Specialist is responsible for performing administrative Duties, analysis, and may function as a lead worker or working supervisor. This position is governed by state and federal laws and agency/institution policy.

Functions

Researches and analyzes data and prepares reports explaining findings. Assists in developing or revising agency policies based on research findings. Creates and maintains various confidential records, files, and databases requiring a compilation of varied information. Responds to written and oral inquiries, interpreting agency administrative directives, policies, and procedures to ensure consistent application. Provides clerical support to staff, by composing various reports, letters, and correspondence, attends meetings, takes minutes, and answers telephone. Coordinates travel arrangements, maintains staff schedules and calendars, and schedules events. Creates, processes, and recommends revisions in a variety of forms and documents. Processes purchase orders and maintains office supplies and inventory. Produces and develops monthly production reports, statistical reports, or other regularly scheduled reports. Serves as designated computer technical support party to create, update, and maintain various websites. May supervise a small support staff by interviewing, training, assigning, and reviewing work. Performs other duties as assigned.

Dimensions

None

Knowledge, Skills and Abilities

Knowledge of filing and recordkeeping procedures and general office procedures. Knowledge of customer service principles. Knowledge of basic accounting principles. Knowledge of computers and software applications. Ability to compose and edit correspondence, reports, and other documents. Ability to make decisions within prescribed boundaries. Ability to research data and prepare reports and recommendations.

Minimum Qualifications

The formal education equivalent of a high school diploma; plus four years of clerical and administrative experience in the area of assignment. Additional requirements determined by the agency for recruiting purposes require review and approval by the Office of Personnel Management. OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.

Licenses

None

Nearest Major Market: Little Rock