Administrative Specialist

JOB SUMMARY

This is varied, responsible clerical work. Employees in this class are responsible for the performance of moderately difficult tasks requiring the exercise of judgment, initiative and discretion in the application of proscribed procedures and in handling non-routine administrative matters. Work involves the taking and transcription of oral dictation. Duties may include the daily coordination of office activities. Work assignments are normally learned in a short period of time.

Supervision is received from an administrative superior who gives general instructions as to assignments and reviews work upon completion and through conference.

• Types letters, reports and forms; composes and types routine correspondence and statistical data; proofreads materials; takes and transcribes dictation; utilizes computer equipment to input and retrieve information, and prepare correspondence.
• Operates recording equipment and takes notes at advisory board meetings; transcribes and prepares drafts of proceedings.
• Establishes and maintains relatively complex files; compiles and tabulates data.
• Arranges meetings; maintains appointment schedule.
• Greets and screens callers and visitors; responds to inquiries; directs citizens to proper authorities.
• Processes applications; opens and distributes mail; requisitions supplies.
• Provides guidance and assignments to clerical employees.
• Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required:

High School Diploma or GED equivalent, plus two (2) years responsible clerical experience, or an equivalent combination of training and experience. Demonstrated ability to type at a rate of 45 corrected words per minute.

Preferred:
Graduation from an accredited college with an Associate’s Degree in Business Administration, Public Administration, or closely related field. Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

• Background Check:
  Must have an acceptable background record

• Considerable knowledge of business office procedures and equipment.
• Considerable knowledge of business English and arithmetic.
• Knowledge of municipal functions and resources.
• Skill in the operation of a variety of office equipment.
• Ability to develop, install, and communicate clerical procedures from general instructions.
• Ability to understand and follow complex oral and written instructions.
• Ability to make simple computations with speed and accuracy.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and is required to exert in excess of 25 pounds of force occasionally and/or in excess of 10 pounds of force frequently, and/or in excess of 5 pounds of force constantly to move objects.

Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed primarily in an office environment…