Administrative Specialist

Description

This position provides highly responsible administrative, secretarial, and clerical assistance to the assigned department head, ensuring effective and efficient office operations; represents the City to the public and provides professional, courteous customer service at all times; performs related duties as assigned. The incumbent works within a general outline of work to be performed and develops work methods and sequences under general supervision.

The work is considered sedentary in nature and involves walking or standing some of the time. It may require exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The essential physical abilities include fingering, grasping, handling, hearing, mental acuity, repetitive motion, speaking, talking, visual acuity, and walking.

• Provide administrative and secretarial support to the assigned supervisor, including scheduling and coordinating meetings and appointments, researching and compiling data for reports and studies, preparing routine and confidential reports and correspondence, and arranging travel and accommodations for staff.
• Evaluate office operations and recommend changes to maintain office productivity and efficiency.
• Assist the supervisor in planning and implementing various department programs, activities, and services.
• Compose, prepare, type, copy, file, process, mail, and/or transmit various documents, including forms, correspondence, memos, presentation materials, reports, agreements, contracts, leases, and press releases.
• Establish and maintain the department’s filing system.
• Attend meetings; prepare meeting agendas and packets; prepare and distribute meeting minutes; provide administrative and clerical support to committees, commissions, and boards as required.
• Assist in preparing assigned budgets, administering grants, monitoring expenditures, processing invoices, reconciling accounts, and preparing related financial records and reports.
• Answer phone calls, provide accurate information or forward calls, take messages as needed, and greet and assist office visitors.
• Perform routine clerical work such as copying and filing documents, sending and receiving faxes, entering and retrieving computer data, preparing spreadsheets, assembling materials, ordering supplies, processing daily mail, and maintaining lists and logs.
• Receive, research, and respond to inquiries and requests from other City departments, agencies, and the public; assist in coordinating department activities with other entities.
• Lead assigned clerical staff, offering training, advice, and assistance.
• Procure office goods and services.
• Serve as liaison between the supervisor and others.
• Attend staff, committee, and City meetings as required; represent the supervisor at various meetings as requested.
• Attend training, meetings, seminars, or workshops to enhance job knowledge and skills.
• Perform other related duties as assigned.

• High school diploma or GED.
• Four (4) years of relevant prior experience.
• Ability to type 30 corrected words per minute.
• Valid South Carolina Class “D” Driver’s License.

• Knowledge of basic algebra and geometry, including computing discounts and interest rates.
• Ability to gather, organize, analyze, and evaluate data or information and prescribe action.
• Ability to provide information, guidance, or assistance to facilitate task accomplishment.
• Ability to handle or use machines, tools, or equipment requiring brief instruction, such as computers, fax machines, copiers, and telephones.
• Ability to perform skilled work involving rules and systems with constant problem‑solving.
• Ability to read technical instructions, procedures, manuals, and charts to solve practical problems; compose routine and specialized reports and business letters with proper format.
• Ability to perform clerical, manual, or technical tasks requiring a wide range of procedures and an in‑depth understanding of a restricted field.
• Ability to guide others, making frequent decisions that affect co‑workers and others who depend on the service; work effectively in a fluid environment with many variations from routine.

The City of Columbia offers a complete benefits package to full‑time employees, including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long‑term disability, holidays, vacation, and sick leave. Part‑time, temporary employees, including interns, are not eligible for City benefits. For more details, visit (Use the "Apply for this Job" box below)..