Administrative Specialist

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

1. Provides administrative support on highly technical and/or specialized projects.
2. Facilitates the handling of time sensitive request such as ORR’s (Open Records Request), CAF’s (Citizen Action Forms), RCA’s (Request for Council Action) as well as other confidential documents.
3. Verifies accuracy and completeness of critical documents such as PIO (Public Information Office) requests, records, correspondence, regulations, etc.
4. Opens, sorts, reads, prioritizes and routes incoming mail, including faxes and emails.
5. Prepares memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software.
6. Using independent judgment performs data analysis, problem solving and recommends policy and administrative improvements.
7. Conducts research, compiles data, and prepares documents for consideration and presentation.
8. Files and retrieves documents, records and reports.
9. Attends meetings, records minutes and distributes meeting notes.
10. Maintains calendar, schedules meetings, conferences and events, plans travel itineraries and makes travel arrangements.

Responsibilities- Supervision and/or Leadership Exercised:

• May provide leadership, work assignments, evaluation, training and guidance to others

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of applicable processes, techniques, and methods.
• Knowledge of City practice, policy and procedures.
• Skill in oral and written communication.
• Skill in using computers and related software applications.
• Skill in handling multiple tasks and prioritizing.
• Skill in data analysis and problem solving.
• Skill in planning and organizing
• Ability to work with frequent interruptions and changes in priorities.
• Ability to manage conflicts and concerns.
• Ability to understand and communicate technical information.
• Ability to exercise discretion in confidential matters.
• Ability to recognize and recommend process improvement.
• Ability to lead and train others.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain effective working relationships with city employees and the public.

Minimum Qualifications:

• Graduation with a Bachelor’s degree from an accredited four (4) year college or university with major course work in Business or Public Administration or related field, plus four (4) years experience in a professional/administrative capacity.
• Experience may substitute for education up to a maximum of four (4) years.

Licenses or Certifications:

None

Preferred Qualifications:

• Creating and managing SharePoint sites, libraries, calendars, etc.
• Experience in a utility or similarly regulated entity
• Experience with independent research tasks, special projects, and using databases to extract and compile large amounts of data and convert into meaningful reports and assessments to make sound business decisions
• Strong organizational skills and the ability to manage priorities among frequent interruptions
• Experience working independently with minimal supervision, and supporting a senior-level management team and staff who may work at other sites
• Familiarity with logistics and inventory management, construction permitting, scheduling, and using 2-way radios
• Demonstrated experience providing excellent customer service, handling complex customer and vendor issues and resolving escalated customer calls and working effectively with other departments or units within an organization to meet business objectives
• Experience with payroll, purchasing and Pro-Card programs, and using automated timekeeping systems (i.e., BANNER, ADP, PeopleSoft, Kronos) and financial systems (i.e., the City’s AIMS, e-Combs, SalesForce, etc.)
• Proficiency in productivity applications, including: Microsoft Word, PowerPoint and Project to create training presentations and materials, operations manuals and general correspondence
• Ability to travel to more than one work location.