Administrative Specialist - Building Department

Livingston County was named a 2023 Top Workplace by the Detroit Free Press! Based solely on employee feedback, the Top Workplace title is a badge of honor for the County. With over 700 employees serving within 18 departments, 5 elected offices, and 5 Courts, Livingston County's top priority is providing effective and efficient services that improve the quality of life for all of our residents.

The Livingston County Building Department is excited to announce the opening of an Administrative Specialist position. This is a full time position with a comprehensive benefit package. This position requires working with the public and customers at our front counter. If you enjoy people and are genuinely excited to help customers, this job may be for you. We are looking for someone who is patient, empathetic, and passionately communicative. Someone that can put themselves in their customers' shoes and advocate for them when necessary. Our customer feedback is priceless; therefore, problem-solving skills are essential. The target is to ensure excellent service standards, respond efficiently to customer inquiries and maintain high customer satisfaction. If you enjoy helping people, this job may be for you. Systems training will be provided but great attitude is a must!

Position Summary:

Under the supervision of an assigned supervisor or department head, performs a full scope of more complex clerical, administrative and records management functions with extensive internal, public and customer service interaction. Required duties include skill in records management, bookkeeping, database upkeep, customer service and account maintenance and similar activities. Particular duties will be defined by the scope of assigned department activities and related administrative responsibilities. The assigned work requires a high degree of confidentiality and may require the incumbent to function as a designated lead worker.

Benefits:

• MERS Retirement plan includes a 401a with up to 8% employer contribution
• Comprehensive Medical, Pharmacy, Dental & Vision
• Optional HSA with an employer match
• Optional Voluntary 457 Deferred Compensation plan
• Short-term & Long-term disability & Basic Life & AD&D insurance
• Health & Dependent Flexible Spending Accounts
• Paid vacation, sick days & 13 Holidays. Unused vacation and sick time rolls over
• Tuition Reimbursement
• Up to $500 annual Wellness reimbursement* & $100 incentive for completing your annual physical & Health Assessment.
• Voluntary benefits such as Pet Insurance, Accident, Critical Illness, Hospital & Whole Life policies
• Employee assistance program

*Pro-rated based on DOH

Pay Rate Information:

The Administrative Specialist is a non-union position and starting pay is $23.05/hr. This position is eligible for step pay increases within our Non-Union Grade 5 wage scale. Top end of the current wage scale for this position is $29.20/hr.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Functions as the more senior clerical and administrative assistant to the assigned supervisor, handling more complex service issues and serving as his/her liaison to other agencies, departments or governments for administrative and data transfer matters.
2. Often assigned to serve as the lead clerical position with responsibility for coordinating the work of others and providing instruction and guidance.
3. Responds to complaints, requests for service or informational requests in person and over the phone. Processes requests following prescribed procedures, or refers inquiry to appropriate party. Recommends and develops improved service and records management approaches as appropriate.
4. Generates forms, correspondence, reports, memos, receipts, vouchers, permits, packets, agendas and other similar documents and/or materials.
5. Monitors and assists in scheduling workload through defined systems. Communicates with field or other personnel and maintains related scheduling, work order and customer service information and databases.
6. Often responsible for communicating assignments to field personnel and coordinating service issues with other governments, agencies and the general public.
7. May assist with budget management including responsibility for maintaining the office budget, tracking accounts and monitoring departmental expenditures and assisting with the administrative aspects of budget preparation.
8. Reviews and ensures the accuracy and completeness of records, forms, documents, attachments, data, and other such materials. Develops more complex spreadsheets and data base processes to record and analyze information.
9. Engages in bookkeeping activities ranging from simple postings to reconciling statements, preparing payroll information, maintaining accounts payable and receivable and reviewing submitted financial documents for completeness.
10. Prepares for, and exchanges financial information and transactions with other governmental entities.
11. May be responsible for assisting the public in understanding and preparing required documents ranging from permit applications to tax and other department-specific service materials.
12. May receipt payments, reconcile accounts and prepare deposits. May disburse funds through defined processes and procedures.
13. Interacts with customers, resolves service issues, maintains related databases and follows related procedural directives. Assists customers in obtaining required information, registration or other service objective.
14. Issues and processes various permits, licenses, applications and service requests, maintaining related records, processing any related notifications or records and scheduling any related activities.
15. Required to learn specialized data base software to perform the specific duties of the assigned department. Must also be proficient in all applicable Microsoft Suite applications.
16. Will be trained in back-up duty for other Administrative Specialist or clerical positions, possibly in multiple work areas.
17. Performs other assigned work as required.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Requirements include the following:

• High school diploma or GED with supplementary vocational or college-level training in secretarial science, office management or similar instruction and four years of progressively more complex experience in providing clerical and administrative support.
• The County, at its discretion, may consider an alternative combination of formal education and work experience.
• Good leadership skill and the ability to suggest new and improved office techniques as well as quickly grasp the intricacies of administrative systems for the assigned department.
• Strong working knowledge of office procedures, file setup and maintenance, math and bookkeeping principles and application and administrative support techniques.
• Skill in effectively communicating assigned areas of responsibility orally and in writing and coordinating the workload of others.
• Strong skills in proofreading, performing arithmetic calculations, maintaining accounts and records and following and suggesting refinements to procedural systems.
• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials and the public.
• Ability to assess situations, solve problems, work effectively under stress, within deadlines, and in emergency situations.
• Demonstrated skill and experience in the use of office equipment and technology, including Microsoft Suite applications and the ability to master particular software programs utilized by the assigned department and new technologies.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for employees required to lift or move objects that exceed this weight.

The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.