Administrative Support Specialist

Administrative Support Specialists

Pacific States Marine Fisheries Commission is seeking an Administrative Support Specialist to plan and execute advanced administrative functions that are crucial to the organization's overall success. Assigned functions require in-depth knowledge, independent judgment, interpretation, and analysis of the intent of rules, office operations, business practices, instructions, and precedents. Considerable adaptation and ingenuity are required to complete the work that is characteristic of this pay band.

Essential Functions

The functions listed below are characteristic of the type and level of work associated with this group and pay band. They are not all-inclusive. Individual positions may perform some or all, as well as other similar work.

Fiscal Duties

• Responsible for receiving all incoming subcontract and amendment requests along with supporting documents and filing them in appropriate folders.
• Responsible for managing the Subcontract Index, including logging subcontract/amendment requests on the Index, updating status of requests weekly. Work with the Contract Specialist to maintain the established subcontract/amendment turnaround time.
• Responsible for receiving and organizing all fully executed agreements from subcontractors and subgrantees, including update status on the Subcontract Index, organize and save them in the subcontract folder on Share Drive.
• Assist the Contract Specialist with the RFP process including receiving and organizing proposals, and correspondence with applicants as needed.
• Assist with document scanning, filing, and other administrative needs in the Fiscal Department.

Disaster Program Duties

Responsible for monitoring and managing voicemail messages by summarizing and recording key details. Prioritize return calls based on urgency and call volume, provide accurate information to address inquiries, and forward complex or specialized calls to the appropriate staff member.

Responsible for processing incoming paper applications, including opening mail, date-stamping documents, and organizing/filing materials in the appropriate cabinets.

Assist with data entry, review, and quality assurance/quality control (QA/QC) of applications to ensure accuracy and completeness.

Assist with the preparation and mailing of notifications and other correspondence.

At the upper end of the range, employees perform the above typical duties for a manager whose department involves a large, complex staff divided into numerous work units and sub-units. Subordinate work units in the department have their own managers and supervisors. The subordinate units differ from each other in terms of subject-matter, function, and relationships with stakeholders and constituencies. There is a significant need for formal, internal procedures, administrative controls, and progress reporting systems. These complicating factors impact how the employee approaches and completes assignments.