Administrative Specialist I

About the Department

Please Note: This is a continuous job posting and will remain open until a sufficient number of qualified applications are received. The posting may close at any time without notice. Applicants are encouraged to apply as soon as possible to ensure consideration.

Ada County is a great place to work! We have more than 2000 employees dedicated to enhancing our community’s quality of life. Our Coroner's team is growing, and this is an excellent opportunity to be a part of taking this team to the next level.

We offer a competitive Total Rewards package that increases your base salary by approximately 40%, including:

• Excellent medical, dental, and vision insurance
• Generous vacation and sick leave starting on day one
• 11 paid holidays annually
• Participation in one of the nation’s best state retirement systems, with 11.96% employer contribution
• 457(b) deferred compensation plan with up to 3% county match, plus a401(k)
• Paid parental leave, life insurance, and robust wellness programs
• Ongoing training opportunities and career pathing
  
  

This generous Ada County Total Rewards package increases the base salary by approximately 40 percent.

The Ada County Coroner’s Office will aim to provide the highest standard in medicolegal death investigation, forensic analysis, pathology services, and administration.  The Office will continue to seek new ways to increase quality of work while maintaining fiscal responsibility.

Learn more about Ada County Coroner's Office by visiting their website:  Coroner's Office.


POSITION GENERAL SUMMARY:
Performs specialized administrative support duties and serves as first point of contact for visitors of the Ada County Coroner’s office. Supports the Administration Division by handling clerical functions, data entry, incoming correspondence, preparing and maintaining reports, and routine bookkeeping functions while ensuring compliance with Federal and State Laws. Performs cross-functional support duties across multiple office divisions as directed, contributing to overall departmental efficiency.

DISTINGUISHING FEATURES:
The Administrative Specialist I performs varied work assignments according to pre-defined guidelines, procedures, and policies. Work is performed under close supervision of the Office & Records Manager who is available to provide additional direction for assignments that are confidential, sensitive, or political in nature. Positions in this classification share a common set of core duties, but may be assigned to one or more service areas in the front office that impacts daily work focus and training assignments.

Position Duties

• Greets visitors to the office, provides reception services, serves as first point of contact, and monitors and escorts visitors;
• Answers multiple phone lines and screens or redirects appropriately;
• Responds to routine questions and refers non-routine questions to the appropriate persons;
• Receive, process, and respond to daily requests;
• Sorts, opens, and distributes mail; monitors email and fax correspondence and directs appropriately;
• Performs data entry and types routine correspondence;
• Sorts, files, creates, and maintains office files, reports, logs or other recordings related to office business, both physical and electronic, ensuring records are accurate and organized;
• Accesses databases for specific case information to ensure proper response to inquiries;
• Receives, records, and transmits responses to appropriate parties;
• Tracks and orders office supplies;
• Ensures compliance with office policies and procedures and Federal and State laws, including but not limited to the Health Insurance Portability and Accountability Act (HIPAA);
• Manages and oversees the sale of and inventories Coroner merchandise for sale;
• Tracks training certificates;
• Performs routine bookkeeping tasks;
• Assists Office Manager and Chief Administrative Officer in handling of administrative tasks;
• Performs primary responsibilities in one or more assigned functional service areas, and coverage in secondary service areas. Assignment may rotate based on office needs, and all incumbents are expected to perform duties across functions required. Emphasis areas include:
  
  
  1. Reception/Family Services: Focus on public contact, handling incoming calls and correspondence, greeting visitors, and assisting grieving families with compassion and professionalism.
  2. Reporting/Records: Focus on managing and fulfilling assigned record requests, such as confirmation of death records, cause & manner of death, public administration, etc.
  3. Cremation Authorization/Processing: Focus on managing and processing cremation authorization requests and cremation fee invoicing; performs routine bookkeeping tasks, including posting financial transactions and preparing deposits.

ADDITIONAL FUNCTIONS:

• Conducts and participates in training and cross-training activities to ensure coverage and support across administrative positions;
• Schedules outgoing shipments and ensures proper recording for billing purposes;
• Manage logs and creates client services invoices;
• Trains and oversees administrative interns work assignments and ensure completion of required internship program documentation;
• Performs other related functions as required.

Minimum Qualifications

• High school diploma or equivalent;
• Associate’s degree or relevant certification preferred;
• FEMA Independent Study course completion required (ICS 100, 200) within one year of employment;

• Knowledge of modern office equipment, practice and procedures;
• Knowledge of English grammar, punctuation and spelling, and business math;
• Knowledge of Microsoft Office software including Word, Outlook and Excel;

• Knowledge of general accounting and billing practices;
• Excellent communication skills, verbally and in writing, with culturally diverse populations in stressful situations;

• Skill in the operation of a personal computer and multiple phone lines;
• Intermediate typing proficiency (40 words per minute);
• Skill in organizing and accurately accomplishing work within limited timeframes;
• Skill in performing customer service;
• Skill in proofreading material;

• Ability to demonstrate a professional demeanor;
• Ability to prioritize and manage daily caseload based on numerous variables;
• Ability to follow written and verbal instructions;
• Acute accuracy and attention to detail;
• Ability to handle complaints and problems courteously;
• Ability to work independently and as a team player;
• Ability to develop and organize material in a logical sequence for reports or correspondence; 
• Ability to maintain clerical records;
• Ability to maintain confidentiality;
• Ability to maintain effective working relationships.