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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