Administrative Specialist

The City of Pasadena, Department of Transportation is seeking an Administrative Specialist to perform complex payroll functions, personnel and financial management processes, provide administrative support to management and support purchasing and accounts payable functions for the department.

The current vacancy is in our Administration Division in the Department of Transportation.

IDEAL CANDIDATE

The ideal candidate will primarily possess prior payroll experience, strong knowledge of Microsoft Excel, have strong analytical experience, and has highly developed written and communication skills, as well as a strong work ethic. Public agency experience is highly desirable.

Must type 45 net words per minute with 95% accuracy, evidenced by a typing certificate. Please note that you must attach a valid typing certificate as a document to your application. Applications without a valid typing certificate attached will be deemed incomplete and will not be considered for further consideration. Click here to review detailed information regarding the typing certificate requirements.

Essential Functions:

The major responsibilities of this position are listed below. For more detailed information, please review the job description.

• Reviews payroll/personnel transactions and makes necessary corrections; reviews the more difficult and complex payroll transactions for compliance with MOU provisions and City and department policy and procedures; completes and processes personnel action forms for the department, including new-hire offer letters and forms, changes of status, changes in benefits and salary, and application of bilingual and skill pay.
• Performs accounting, statistical and financial recordkeeping duties; prepares and processes requisitions and purchase orders; responds to questions regarding accounting policies and procedures and the status of specific vendor payments; monitors and tracks petty cash and purchase cards.
• Oversees the department’s application of personnel regulations and procedures, Memoranda of Understanding (MOU’s) as they apply to areas of assigned responsibilities; develops and supervises the maintenance of employee personnel files and databases for the department; monitors and follows up on employee performance appraisals to ensure timely completion; oversees completion of workers’ compensation and leave of absence paperwork.
• Acts in a liaison capacity for employees with the Human Resources and Finance departments; serves as a source of information to employees regarding provisions of the City’s benefits plans, MOU provisions and City and department policy and procedures; researches and resolves personnel and payroll-related issues; trains department employees on new personnel policies, procedures and programs.
• Researches, compiles and prepares statistical records and reports; prepares position control and vacancy reports; prepares salary/overtime analysis; performs routine budget, cost-benefit and other types of financial analysis.
• Provides administrative support and is the Receptionist for the department; back-up support to the Executive Assistant for the Director of Transportation; records and transcribes minutes from commission meetings.

Qualification Guidelines:

COMPETENCIES

The following list represents the core competencies needed for success in this position.

• Ability to Take Initiative/Responsibility – Readily spots/identifies current and potential problems and opportunities for improvement.
• Attention to Detail – Shows a high level of care and thoroughness in handling the details of the job. Checks work to ensure completeness and accuracy.
• Communication Skills – Presents information clearly and in an organized manner. Uses correct vocabulary, grammar, sentence structure, spelling, and punctuation.
• Dependability – Has a strong work ethic; sees attendance and punctuality as serious commitments that have an impact on morale and the bottom-line.
• Teamwork – Understands his/her role on the team, yet does whatever is needed to make the team a success. Helps team members who need or ask for support or assistance. Puts team results ahead of personal success. Brings out the best in others on the team. Shares credit for group accomplishments.
• Using Technology – Proficient with the equipment and computer applications used on the job. Rapidly learns new versions and how to use advanced features.
• Anticipation/ Proactive Thinking Skills – Maintains a conscious awareness of events and situations around them and to take action to be ready when they see change on the horizon.
• Organization/ Planning Skills – Ability to build balanced and comprehensive strategies to achieve his/her goals through careful preparation and organization.
• Service Orientation – Commitment to offering the best service and quality in every task performed.

EDUCATION AND EXPERIENCE

• Graduation from an accredited two-year college with an Associate’s degree in administration, accounting, personnel management or another relevant field;
• Five (5) years of progressively responsible experience in administrative, financial or clerical support.
• Experience in a public agency is preferred. A bachelor’s degree and Tyler Munis software experience is highly desirable.

SELECTION PROCESS

The selection process will consist of an evaluation of training and experience and the most highly qualified candidates may be invited to participate in either a written, oral, or performance examination.

Probationary work period is one year.

VACANCY INFORMATION

There is currently one vacancy in the Administration Division in the Department of Transportation.

The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future.

Special Requirements:

Must possess a valid California Class C driver’s license and comply with the City’s Motor Vehicle Safety Policy during the course of employment.

Type net 45 words per minute with 95% accuracy or above.