Admnistrative Specialist

Work, Serve, Thrive. With the City of Durham

Advance in your career while making a real difference in the community you serve.

Hiring Range: $25.43 - $39.46 Hourly; $52,903.00 - $82,086.00 Annually

Work Day/

Hours:

8:00 am - 5:00 pm Monday-Friday

This is the third level in a four-level Administrative Support Series devoted to providing clerical and/or office support activities for city functions and staff. Incumbents assigned to this class perform a broad range of professional work ranging from routine to specialized office/customer service support such as processing complex transactions; handling escalated customer service requests; coordinating and maintaining office processes and office information;

and performing quality assurance on transactions and/or work product.

An incumbent is responsible for providing administrative office coordination (such as processing budget, procurement, payroll, timekeeping, and human resources transactions); records management; routine or specialized administrative support to senior staff; and logistical support for programs and/or projects. Incumbents may serve as an executive assistant to a department director.

• This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.
• Coordinates and oversees administrative office functions such as maintaining supplies; processing fiscal, procurement, payroll, timekeeping, and/or human resources transactions; assisting with social media; assisting with budget preparation, reporting, and/or monitoring of expenditures/revenues; maintaining service contracts and coordinating equipment repair; and coordinating workflow.
• Provides quality assurance over administrative support functions, including financial, procurement, and human resources transactions; may serve as the department lead user and/or representative for a business system; may serve as a department liaison to other functions and/or serve on city committees.
• Serves as a lead worker, assigning work and monitoring work completion, as assigned.
• Coordinates meeting requests, event calendaring, special event scheduling, and/or logistical support for events or facility rental/scheduling; provides calendaring coordination and support for executive staff, as assigned. Work may also include program support such as handling facility rental requests, training staff, documenting, and routing customer complaints.
• Gathers and compiles data; calculates statistics; provides special project/program support related to materials/information-gathering and administration; may assist with applicant selection process.
• Prepares and produces documents, reports, and/or presentations from verbal information and/or written drafts; assists with preparation of manuals, policies, procedures, confidential correspondence, and public information materials, including information for city council agenda items; provides general administrative support to staff and/or projects.
• Receives, processes, and routes calls; provides information to callers; researches and resolves complaints and makes referrals as appropriate; handles calls on behalf of executive staff, ensuring appropriate and timely follow up.
• Reports to work in an emergency or disaster event, as assigned.
• Performs other duties of a similar nature and level as assigned.

• Associate’s degree in business or related field OR equivalent experience.
• Two years of advanced administrative support experience.
• Five years of advanced administrative support experience.
• Strong organizational skills with the ability to manage multiple priorities and maintain attention to detail.
• Strong written and verbal communication skills, including professional correspondence and memo writing.
• Proficiency with Microsoft Office and business systems/software applications.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Ability to work independently and collaboratively in a fast-paced environment.

• Experience with Oracle
• Web-based administrative management experience.
• Experience with payroll processing.
• Experience with Microsoft Excel and ERP systems such as SAP.