Senior Administrative Specialist - Administrative Services

Position Summary

Perform a wide variety of complex clerical, customer service, and administrative activities to assist and support department/division management and/or professional/technical staff. Must exercise knowledgeable, independent judgment on routine and non-routine matters. These tasks are illustrative only and may include other related duties.

Central Administrative Services (CAS):
Our mission is to ensure that the departments we serve at City Hall (CMO, Finance, HR, IT, Community Development, and PW-Development Review) have the administrative tools and support needed to meet the needs of the public and their customers efficiently, effectively, and with a high standard of customer service.

Full-time 40 hours per week

AFSCME-represented position

12-month probationary period

To be considered in the first review, applications must be submitted by Wednesday February 11, 2026 at 8:00am.

Applicants are required to include a cover letter and resume with the online application.

• Performs routine accounting and data entry duties such as processing accounts payable, receivables, invoices, purchase orders, petty cash, and vendor set-up.
• May also perform non-routine duties such as prepare deposits, reconcile spreadsheets and reports, prepare correcting journal entries and assist others with corrections.
• Serves as bookkeeper for accounts such as accounts receivable and accounts payable.
• Assists in annual budget development, cash flow projections, monthly monitoring, or reporting. May compile budget information provided by others, enter into spreadsheets or perform data entry.
• Assists with coordination of recruitment and new employee processes such as scheduling interview processes, monitoring skills testing, processing personnel and new employee forms, and creating new employee s.
• Trains and reviews work of other administrative support employees, may act as lead worker over projects. This position does not perform supervisory duties.
• Facilitates the contract and procurement process in compliance with City policy, specifications, and procedures for the Department and supported departments. Prepares, edits and reviews contracts; routes contracts and procurements for approvals; monitors new and ongoing contracts and procurements; and may act as a resource on City contract and procurement policy for Department and supported departments.
• Leads and facilitates front desk or customer service operations. Assists walk-in customers, answers phones, routes calls, takes messages, screens calls, and sends or responds to e-mail for others. Coordinates delivering or receiving will call items for Department and supported departments. Performs various customer service duties such as responding to community complaints, agency requests, and issues permits.
• Coordinates and monitors check-out or booking processes and maintenance of shared City Hall block resources such as the shared vehicle pool, conference rooms, and shared equipment.
• Provides advanced administrative support such as coordinate arrangements, prepare materials, provide technical or administrative support, and schedule public meetings.
• Facilitates records retention guidelines for the Department and supported departments. May create, maintain, document, and manage department electronic and paper records and filing systems. Assures files are archived and disposed of properly, per records retention guidelines, and performs network directory housekeeping.
• Composes documents, letters, memoranda, or notices from brief instructions or through own initiative and performs advanced word processing. Composes legal/technical/confidential documents. Supports staff by proofreading, editing, optimizing final PDF or electronic document versions, and assuring documents meeting format requirements.
• May be responsible for special projects such as departments records management projects, procedure updates or improvements with supported departments, and new or short-term process implementations. Provides research as directed and defined, prepares documentation, prepares and/or maintains project tracking tools, provides quality control throughout project such as reviewing completed work or running reports and validating data or filing accuracy, and trains Department staff on updates.
• Prepares Council and advisory body packets, agendas, and staff reports. Maintains current membership of advisory boards. Maintains public archives for Council and advisory board related materials. Coordinates arrangements for public processes, schedules public meetings, and prepares and sends public notices. Takes and transcribes or arranges transcription for public hearing or public meeting minutes that are an official public record of the City.
  
  Provides technical meeting support for hybrid, in person, or online meetings. Posts and maintains City calendar as related to Department and supported departments public information.
• Prepares, creates and coordinates standards guides and reference materials, standard…