Administrative Support Specialist II - Baldwin County Commission

The Administrative Support Specialist II for the Commission Administration Department serves to accomplish a myriad of clerical, administrative, and receptionist duties. This role requires a proactive, highly organized individual who serves as central support for the Commission Administration office, ensuring smooth daily office operations and fostering a positive, efficient work environment.

Successful applicants must pass a criminal background check and will be subject to a pre-employment physical. Reception and Referral

• Greets and directs visitors in a friendly and professional manner, ensuring a positive experience and promoting a strong relationship between the County Commission Office and the public.
• Answers phones, takes detailed messages, receives incoming mail and deliveries, and disseminates to appropriate staff.
• Posts notices at various facilities, delivers documents and handles general office errands.
• Maintains the reception and common areas, ensuring they are tidy and presentable at all times.

Clerical

• Orders and maintains office supply inventories.
• Coordinates basic facility needs including entering building maintenance work orders, following up to ensure completion.
• Schedules and manages multiple calendars for meeting rooms and general office events, makes reservations and coordinates travel and training.
• Assists with data entry, document management, and special projects.
• Maintains organized filing systems and properly disseminates, files and archives all incoming/outgoing correspondence and other records related to the daily operations of the office.
• Scans, files, and uploads documents to multiple internal/external document libraries.
• Schedules vehicle maintenance and maintains vehicle files.
• Reviews and proofreads documents for accuracy and consistency.

Assistance to Management and Staff

1. Provides administrative support such as typing, formatting, and editing documents and presentations.

2. Handles confidential information with discretion and professionalism.

3. Prepares agenda items, reports, memos, and correspondence as directed.

4. Conducts research, verifies data accuracy, and compiles reports as directed.

• Minimum of three (3) years of experience in an administrative or similar support role.
• High school diploma or equivalent.
• Have a valid driver’s license.

Other Characteristics

• Willing to work overtime or non-standard hours as necessary.
• Willing to work from multiple office locations as necessary.
• Willing to travel for the purpose of professional development.
• Exceptional organizational skills and keen attention to detail, with theability to multitask and perform job duties in a fast-paced environment while maintaining professionalism.
• Ability to be self-motivated and use independent judgement to gather, manage and impart information in a timely manner.
• Resourceful and adaptable, comfortable with shifting priorities.
• Strong interpersonal and communication skills (both written and verbal) and a helpful, positive attitude.
• Ability to type a minimum of fifty (50) words per minute within an acceptable standard of quality and accuracy.
• A good working knowledge of English grammar, composition, and spelling within acceptable standards of quality and accuracy.
• Knowledge of office procedures, filing systems, and basic mathematics/bookkeeping skills.
• Comfortable with technology and various office software.
• Skills to read, understand and compile printed reports and assignments.