Administrative Specialist FLSA Status: Non-Exempt
General Definition of Work
Performs
difficult skilled administrative support work performing clerical and office
assistance tasks, processing mail, greeting visitors, answering telephone,
providing information, preparing and maintaining detailed files and records,
and related work as apparent or assigned.
Work is performed under the moderate supervision of the assigned
departmental supervisor.
Qualification Requirements
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 and are not
necessarily actual functions of this position.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
Essential Functions
Performs
duties in accordance with the City's keys to excellent customer service.
Enters
various data into computer system; verifies statistical and other records for
accuracy and completeness; enters and retrieves sensitive and restricted
information into computer system.
Coordinates
and assists with processing accounts receivable, accounts payable, payroll,
budgetary and other financial data; reconciles invoices with payment vouchers;
prepares bills; performs calculations and posts to statistical and other
records applying knowledge of regulations.
Prepares
and maintains various office files, accounts and other records; assists with
budget process; compiles information and verifies data.
Reconciles
bank statements; prepares financial, statistical and project status reports,
spreadsheets and papers.
Takes
and transcribes dictation; types various documents including correspondence,
forms, reports, purchase orders, requisitions, resolutions, ordinances,
proclamations, court orders, meeting minutes, agendas and related documents
where a knowledge of format and presentation is necessary; answers routine
correspondence independently.
Greets
visitors, citizens and customers; answers telephone; provides information;
forwards calls to appropriate party; assists the public with the completion of
records, applications, etc.; directs visitors to appropriate party.
Handles
inquiries or complaints from the general public.
Maintains
inventories and orders supplies.
Operates
various standard office equipment.
Knowledge, Skills and Abilities
Thorough
knowledge of standard office practices, procedures, equipment and secretarial
techniques; thorough knowledge of business English, spelling and arithmetic;
thorough knowledge of agency programs and policies; skill in using word and
data processing equipment; ability to type and transcribe dictation accurately
and at a reasonable rate of speed; ability to make arithmetical calculations;
ability to meet the public effectively; ability to operate various office
equipment; ability to follow oral and written instructions ability to establish
and maintain effective working relationships with associates and the general
public.
Education and Experience
High school
diploma or GED and moderate experience in administrative support work including
office management experience, or equivalent combination of education and experience.
Physical Requirements
This work
requires the occasional exertion of up to 10 pounds of force; work regularly
requires sitting and speaking or hearing and occasionally requires standing and
walking; work has standard vision requirements; vocal communication is required
for expressing or exchanging ideas by means of the spoken word; hearing is
required to perceive information at normal spoken word levels; work requires
preparing and analyzing written or computer data; work has no exposure to environmental
conditions; work is generally in a moderately noisy location (e.g. business
office, light traffic).
Special Requirements
May require possession
of or ability to obtain appropriate Division of Criminal Information
certification within six months of employment depending on departmental
assignment. May require possession of or ability to obtain Notary Public
license within six months depending on departmental assignment.
May require valid
driver's license in the State of