Metropolitan Water Reclamation District of Greater Chicago

Administrative Specialist (#20001415)

General Statement

Under supervision, performs clerical and administrative work such as composing and/or typing various correspondence, organizing and maintaining paper and electronic files, tracking completion of assignments, performing basic bookkeeping activities, distributing mail and answering phones.

Essential Job Functions

Essential job functions are fundamental, core functions common to positions in a classification.  They are not intended to be an exhaustive list of all job duties for any one position in the class.  Since class specifications are designed to be descriptive and not restrictive, incumbents may complete one or all of the job duties listed or tasks of similar kind not specifically listed here.
  • Answers phones and provides general information to callers, takes messages and/or directs calls to appropriate individuals; greets and directs visitors to appropriate individuals.
  • Composes, formats and/or types various correspondence, reports and other documents; reviews documents for completeness and accuracy; prepares meeting minutes.
  • Performs basic bookkeeping activities such as reconciling invoices, processing payments, initiating purchase requisitions and tracking credit card expenditures.
  • Tracks completion of administrative tasks and assignments for assigned section or work group.
  • Schedules meetings and/or maintains calendar for assigned section or work group.
  • Uses computer applications for word processing, spreadsheets, basic database management, electronic mail and other functions.
  • Maintains a variety of paper files, logs and reports; enters, retrieves and updates computerized file information; closes files and prepares them for storage.
  • Opens, routes and distributes incoming mail and other internal documents.
  • Organizes and maintains office supplies.
  • Performs a variety of general administrative support activities such as making photocopies, sending facsimiles, and scanning, binding and shredding documents.

Other Job Functions

  • Provides relief for other administrative support positions as needed and provides assistance in other sections as requested.
  • Performs other duties as assigned.

Environmental Conditions

Work is performed in a typical office environment and requires the use of standard office equipment including computers.

Desirable Knowledge, Skills and Abilities

  • Considerable knowledge of the English language including spelling and grammar.
  • Knowledge of business arithmetic.
  • Some knowledge of standard office practices and procedures.
  • Some knowledge of basic bookkeeping.
  • Basic customer service skills.
  • Ability to compose answers to routine correspondence.
  • Ability to operate standard office equipment such as copiers, fax machines, calculators and postage machines.
  • Ability to use computer applications for word processing, spreadsheets, basic database management, electronic mail and other functions.
  • Ability to communicate orally.

Minimum Qualification Requirements

Graduation from a standard senior high school or the equivalent and three years of experience performing a variety of clerical and administrative tasks involving the use of computers.


Full-time post-secondary training in office technology or computer applications may be substituted for the required experience, to a maximum of two years.

Promotional Requirement

  • One year of service with the District as an Administrative Clerk.
  • Civil service status as an Administrative Clerk.

CLASS: 20001415; EST: 1/1/2013; REV: 1/1/2014;