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ADMINISTRATIVE SPECIALIST III

Revised 4/2026

Department: Road & Bridge

Reports To: Road & Bridge Superintendent

Position Summary

Under the administrative supervision of the Road & Bridge Superintendent and the Road & Bridge

Administrative Coordinator, the Administrative Specialist III is a non-exempt position under the FLSA which

performs clerical and accounting duties of a complex and varied nature. Responsibilities include frequent public

contact and interdepartmental contact through conveying messages, information, and department procedures and

schedules. Work involves maintaining office records, reports, and financial bookkeeping accounts of the

department. The Administrative Specialist III facilitates the smooth office operations of the Marion County Road

& Bridge Department.

Essential Functions

? Answers phone to receive and deliver messages;

? Receives and handles citizen complaints and requests;

? Assists the general public, other departments, and survey companies with access to County road / survey

records;

? Collects, sorts, and distributes department mail daily;

? Creates, enters, copies, and distributes correspondence, invoices, purchase orders, contracts, and reports;

? Maintains complete detailed files;

? Maintains attendance and personnel records, including crew continuing education records;

? Prepares and submits department payroll records and payroll vouchers to the County Administrators office

for processing;

? Manages PubWorks program including entering customer requests, reporting, cost tracking, and workforce

tablet assignment;

? Follows up with customers about the status of their requests, as directed;

? Assists as needed with processing utility and right-of-way permits;

? Maintains records of materials purchased, amount of rock and asphalt used, and the locations;

? Maintains vehicle and equipment record, keeps insurance coverage current, and ensures that inventory lists

are up to date.

? Coordinates mobile phone setup and provides support to assigned users;

? Receives, processes, and deposits receipts for payments on billings in accordance with County policy;

? Prepares vouchers for payment to vendors;

? Balances monthly billing statements;

? Records monthly expenses and receipts and tracks against budget;

? Provides financial information to Administrative Coordinator and/or Superintendent;

? Maintains records of fuel used by every County department, manages fuel fobs and prepares billings;

? Orders fuel for section men;

? Coordinates mandatory drug testing for department employees;

? Tracks and maintains uniform ordering and cancellations for department employees;

? Ensures department website is current and manages social media posts;

? Assists department employees with administrative needs;

? Monitors office supplies and orders supplies when necessary.

Administrative Specialist III

Road & Bridge Department

Marginal Functions

? Schedules appointments for the Road & Bridge Superintendent;

? Assists in tracking expenses and other information for reimbursement by FEMA and other agencies as

needed;

? Cooperates with and assists other departments within the facility, as needed;

? Other related duties as deemed necessary or as assigned.

Minimum Position Requirements

Experience: At least three years of clerical and bookkeeping experience is required. Employee is expected

to have acquired the necessary information and skills to perform the job reasonably well after one year in

the position.

Education: Technical degree, certification or college level education preferred. Computer course along

with courses in accounting and bookkeeping at college level required, orequivalent training and experience.

Skills: Considerable knowledge of report preparation, accounting principles, mathematics, map reading,

and office procedures and policies. Meticulous record keeping and accurate bookkeeping is required. The

ability to operate office equipment including, but not limited to, computers and copiers. Ability to receive,

interpret and follow

Marion County

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Administrative Specialist (Road & Bridge Office)