Administrative Specialist

Temporary Part Time Arts & Cultural Affairs Position

This is a Temporary Part Time position. There are no benefits associated with this position.

Under direction of the Arts & Culture Manager, this roughly 50% position is specifically for an Arts & Cultural Affairs assignment.

The Administrative Specialist, among other roles, will support maintenance of a collection of public art through a GIS application and will be charged with assessing and tracking needed repairs and maintenance.

Essential functions may include, but are not limited to, the following:

• Assists management and professional staff in performing and conducting studies, special projects, and administrative activities; performs data collection; prepares technical reports, issues permits, processes applications, and performs other technical work related to the department to which assigned; independently prepares correspondence; ensures all contracts, agreements and change order supporting documentation are accurate; is assigned and executes administrative specialized projects.
• Prepares various reports and responses for elected officials, department heads, and other City staff regarding personnel, budget, public records requests, service requests, internal requests for information, contracts and contract amendments, completion of projects, proposals, and contract issues.
• Monitors and coordinates the daily operation of a wide variety of City programs including rental resources, community engagement and outreach, and City-wide events.
• Performs technical administrative assistance and support duties for an assigned department; participates in various technical processes, procedures, and programs; provides information and assistance to the public on technical processes, procedures, and programs.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, preparing and monitoring contracts and agreements, arranging for equipment purchases and maintenance, attending meetings, and serving on work groups and project teams.
• Monitors specific program budget expenditures and revenues; reviews and processes invoices, payment requests, reimbursements, wire transfers, retention, and funding sources.
• Prepares, processes, and tracks purchase requisitions for services and materials; enters purchase information into applicable computer or internet-based application or program; ensures issuance of purchase orders; prepares demand for payment for management approval.
• Processes bills and invoices for payment; prepares and transmits a variety of financial documents; maintains records of purchase orders, expense statements, and other fiscal transactions.
• Organizes, maintains, and updates departmental record systems; enters and updates information with departmental activity, inventory files, and report summaries; establishes and maintains specialized software systems and internet-based systems and applications related to technical areas of responsibilities; prepares documents for imaging; responds to requests for records; periodically reviews and purges files in accordance with the records retention policy.
• Coordinates and integrates department services and activities with other City departments and outside agencies.
• Maintains calendar of activities, meetings, and various events; arranges meetings and makes appointments; makes travel arrangements.
• Serves as administrative support to various committees and commissions; prepares agendas; attends meetings and takes minutes.
• Schedules and prepares conference rooms for meetings; plans and orders meals and refreshments for City events and meetings; stock and order supplies and refreshments as needed.
• Updates and maintains assigned web page content.
• Screens calls, visitors, and incoming mail; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate City staff; assists the public at the front counter and directs the public to appropriate locations/staff; represents the City to all callers and visitors in a professional and customer friendly manner.
• Understands computer use and function and commonly used City computer, internet, search engine and mobile device applications, databases, and programs at an intermediate level; uses these tools to compete assignments, create and run reports, create and utilize spreadsheets and other similar computer-based applications.
• Trains and assists office administration staff in refining customer service skills in responding to customer queries via phone and email; uses independent judgement when responding to complex customer queries.
• When exercising technical or functional supervision assists with task prioritization; follows up on assigned projects to meet deadlines.
• Completes mandatory safety and skillset training as assigned;…