Administrative Specialist

This is a continuous recruitment that will be open until filled. First review of applications will be conducted on December 11, 2020.

Under general supervision, performs a variety of administrative, secretarial and clerical work of a general or specialized nature in support of assigned programs, divisions, or department; extracts, evaluates, and integrates information from a variety of City databases using various software programs; prepares and edits a wide range of documents and reports ranging from general correspondence to technical reports; provides information and assistance to other City staff and the general public regarding assigned programs, policies, and procedures.
Examples of Duties: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

Performs a variety of administrative, secretarial, and clerical work of a general or specialized nature in support of assigned programs, division, or department; relieves management of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.

Explains department work procedures and may provide technical direction to administrative support personnel on projects and assignments.

Types, word processes, formats, edits, revises, proofreads, and processes a variety of documents and forms including reports, correspondence, memoranda, agenda items and agenda reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft, modified standard format, transcription, and brief verbal instructions; develops, revises, and maintains standardized and master documents; composes correspondence, report, and informational materials; assists in designing and producing informational handouts; copies, disseminates, and posts documents and information as appropriate.

Maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities and meetings with other City departments, the public, and outside agencies; coordinates and arranges special events as assigned. Coordinates, makes, processes, and confirms staff travel arrangements; arranges for transportation and accommodations for travel; checks and processes expense claims.

Maintains accurate and up-to-date office files, records, and logs for assigned areas; develops, prepares, and monitors various logs, accounts, and files for current and accurate information including manual and computer logs of documents processed.

Compiles, prepares, and enters data into a computer from various sources including accounting, statistical, and related documents; creates and maintains computer based tracking information and reports including assigned databases, records, and lists; creates standard statistical spreadsheets; inputs corrections and updates; verifies data for accuracy and completeness.

Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance.

Researches information related to City regulations and departmental policies; assists the public and other City staff in understanding City policies, procedures, codes, and ordinances.

Assists in assembling and processing the annual budget for area of assignment; monitors expenditures against budget; prepares purchase requisitions and requests for payment.

Participates with special projects as assigned; assists in planning, coordinating and implementing assigned programs and events; assists in monitoring assigned programs.

Participates in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned programs; participates in the proofing and formatting of reports that present and interpret data, identify alternatives, and make and justify recommendations.

Operates a variety of office equipment including a computer, typewriter, copier, facsimile machine, scanners, and adding machine. Utilizes various computer applications and software packages; maintains and generates reports from a database or network system.

Assist efforts to determine new uses of department information to support management policy analyses and program evaluation efforts. Provides administrative assistance to work team; may prepare agenda and minutes for special groups and coordinate the completion of staff presentations to such groups.

May perform a variety of imaging activities for official City documents; organizes and scans official documents and vital records into the Electronic Imaging System for archiving; may conduct quality control inspection of scanned documents and imaging index fields to identify mis-scans and documents that are not fully legible.

Performs related duties as required.

Typical Qualifications:

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Research methods involving the use of department databases; database administration practices.

Department administrative policies; principles and practices of sound business communication; rules and procedures governing the notice and conduct of public meetings; basic principles and practices of fiscal, statistical, and administrative research and report preparation; principles and practices of sound business communication; principles of business letter writing and basic report preparation.

Basic principles and practices of budget preparation and administration;

Records management principles and procedures including record keeping and filing principles and practices.

Methods and techniques of proper phone etiquette.

Mathematical principles; English usage, spelling, grammar, and punctuation; customer service and public relations methods and techniques.

Ability to:

Perform a variety of responsible and difficult clerical and secretarial duties and activities of a general and specialized nature in support of the assigned department, division, or program area.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply general and specific administrative and departmental policies and procedures.

Interpret and apply applicable federal, state, and local laws, codes, and regulations.

Operate office equipment including computers and supporting word processing, spreadsheet, and database applications; learn and effectively utilize various software applications; learn and apply new information and skills; type or enter data at a speed necessary for successful job performance.

Participate in researching, compiling, analyzing, and interpreting data; participate in the preparation of a variety of administrative and financial reports; establish and maintain a variety of specialized files and records.

Independently prepare correspondence and memoranda from brief instructions; perform routine mathematical calculations.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person; plan and organize work to meet changing priorities and deadlines; understand and carry out oral and written directions; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues;

Exercise good judgment in maintaining critical and sensitive information, records, and reports; utilize public relations techniques in responding to inquiries and complaints.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective professional working relationships with those contacted in the course of work.

Licenses/Certificates/Special Requirements:
A valid Class C California Driver’s License and the ability to maintain insurability under the City’s Vehicle Insurance Policy.

Education/Training/Experience:

A typical way of obtaining the knowledge, skills and abilities outlined above is:

Graduation from high school or G.E.D. equivalent;

Four years of increasingly responsible office administrative, research or secretarial experience;

Or an equivalent combination of training and experience.

Prior experience in a municipal government setting is highly desirable.

Supplemental Information: The physical and mental demands and work environment described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this class, the employee is regularly required to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Specific hearing abilities required by this job include hearing in the normal audio range with or without correction. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands:

While performing the duties of this class, the employee must be able to use written and oral communication skills; read and interpret data, information and documents; interpret policies and procedures; use math and mathematical reasoning; learn and apply new information or new skills; work under deadlines with constant interruptions; and interact with the general public, outside organizations, business representatives, employees, and others encountered in the course of work, including occasionally dealing with conflict situations.

Work Environment:

The employee primarily works in a standard office setting.