Administrative Specialist; Unclassified

Job Title

The duties of this unclassified employee are to provide clerical, technical, administrative, and human resources assistance in the daily operations of an assigned service area or department; provide administrative, clerical, and human resources support to an assigned director/agency head; have input on decisions and problem solving related to the assigned area of responsibility; and assist with personnel-related functions such as recruitment, onboarding, records administration, employee communications, and other human resources activities.

Performs related duties as required. Unclassified employees serve at the pleasure of the appointing authority and report to the director/appointing authority.

Knowledge of:
Principles and procedures of record keeping. English usage, spelling, grammar, and punctuation. Departmental procedures, policies, and rules. Basic principles and practices of budget preparation. Basic principles and practices of accounting, as appropriate to assigned area. Basic principles of project management, as appropriate to assigned area. Principles and practices of mathematics. Principles and practices of statistics, as appropriate to assigned area.

Modern office procedures, methods, and computer equipment. Principles and practices of program development and administration. Principles of business letter writing and report preparation. Pertinent federal, state, and local laws, codes, and regulations. Management skills to analyze programs, policies, and operational needs. Various software and mainframe applications as appropriate to assigned area of responsibility. Video production as appropriate to assigned area of responsibility.

Grant application process and administration as appropriate to assigned area of responsibility. Skill to:
Operate assigned vehicle, machinery, equipment, and tools as appropriate to assigned area of responsibility. Install, use, and upgrade a variety of computer applications, software, hardware, LANS, WANS, etc., related to assigned area of responsibility. Utilize Microsoft Office suite applications or similar productivity software Ability to:
Interpret and apply departmental policies and procedures. Work independently in the absence of supervision. Research, analyze, and evaluate programs, policies, and procedures. Prepare clear and concise reports. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Follow all safety rules and regulations of the department to which assigned.

Identify and respond to issues, concerns, and needs. Learn total quality management principles and practices. Analyze problems, identify alternative solutions, and project consequences of proposed actions. Prioritize multiple duties and manage time related to assigned area of responsibility.

Each applicant must have one year of experience in a paid clerical or administrative support role and an Associate's degree or college credit equivalent in a business, communication, management, or a closely related field. Education may be substituted for experience. Experience may be substituted for education. Bachelor's Degree is preferred. Notary Public certificate is preferred.

Environmental Conditions:

Office environment; exposure to computer screens; possible exposure to outside and inside working conditions; working closely with others; maybe required to work alone and unsupervised; may be exposed to excessive noise and moving objects/ vehicles; may be required to work irregular hours.

Physical Conditions:

Duties require maintaining physical condition necessary for sitting, standing, and walking for prolonged periods of time; may require light to moderate lifting, reaching, pulling, and carrying; manual dexterity and audiovisual and linguistic acuity required.

Provides clerical, technical, and administrative assistance to assigned supervisor in support of assigned city programs; assists supervisor with department's management systems which may include personnel management, purchasing processes, training programs, or others. Collects, compiles, and analyzes information from various sources on a variety of specialized topics. Utilizes computerized software packages to provide and evaluate statistical trends and narrative/information reports; uses spreadsheets to enter and manipulate data in order to produce technical information.

Contacts appropriate parties to elicit information for projects or contracts; extracts data from a variety of sources; compiles and evaluates data and information; advises internal and external customers about guidelines; reviews invoices, evaluates adjustments, and performs cost studies; reviews necessary reports for adherence to standards and criteria; contacts appropriate parties to resolve any problems or discrepancies; prepares a variety of…