ADMINISTRATIVE SPECIALIST (UNCLASSIFIED)

Job Title

Unclassified Employee

Job Description

The duties of this unclassified employee are to provide clerical, technical, and administrative assistance in the daily operations of an assigned service area or department; provides administrative/clerical support to an assigned director/agency head; and has input on decisions and problem solving related to assigned area of responsibility. This position is assigned to the Department of Transportation and Engineering and supports the department's administrative and operational functions. Performs related duties as required. Unclassified employees serve at the pleasure of the appointing authority and report to the director/appointing authority.

Minimum Qualifications (KSAs)

Knowledge of: Principles and procedures of record keeping. English usage, spelling, grammar, and punctuation. Departmental procedures, policies, and rules. Basic principles and practices of budget preparation. Basic principles and practices of accounting, as appropriate to assigned area. Basic principles of project management, as appropriate to assigned area. Principles and practices of mathematics. Principles and practices of statistics, as appropriate to assigned area. Modern office procedures, methods, and computer equipment. Principles and practices of program development and administration. Principles of business letter writing and report preparation. Pertinent federal, state, and local laws, codes, and regulations. Management skills to analyze programs, policies, and operational needs. Various software and mainframe applications as appropriate to assigned area of responsibility. Video production as appropriate to assigned area of responsibility. Skill to: Operate assigned vehicle, machinery, equipment, and tools as appropriate to assigned area of responsibility. Install, use, and upgrade a variety of computer applications, software, hardware, LANS, WANS, etc., related to assigned area of responsibility. Utilize Microsoft Office suite applications or similar productivity software Ability to: Interpret and apply departmental policies and procedures. Work independently in the absence of supervision. Research, analyze, and evaluate programs, policies, and procedures. Prepare clear and concise reports. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Follow all safety rules and regulations of the department to which assigned. Identify and respond to issues, concerns, and needs. Learn total quality management principles and practices. Analyze problems, identify alternative solutions, and project consequences of proposed actions. Prioritize multiple duties and manage time related to assigned area of responsibility.

Required Education and Experience

Each applicant must have one year of experience in a paid clerical or administrative support role and an Associate's degree or college credit equivalent in a business, communication, management, or a closely related field. Education may be substituted for experience. Experience may be substituted for education. Bachelor's Degree is preferred. Notary Public certificate is preferred. Military education and experience may be substituted for college level course work at the lower and upper division baccalaureate and graduate levels and apprenticeship training at the vocational certificate level on a case by case basis based on the American Council on Education (ACE) Military Guide recommendations.

Working and Physical Conditions

Environmental Conditions: Office environment; exposure to computer screens; possible exposure to outside and inside working conditions; working closely with others; maybe required to work alone and unsupervised; may be exposed to excessive noise and moving objects/ vehicles; may be required to work irregular hours. Physical Conditions: Duties require maintaining physical condition necessary for sitting, standing, and walking for prolonged periods of time; may require light to moderate lifting, reaching, pulling, and carrying; manual dexterity and audiovisual and linguistic acuity required.

Examples of Work Performed

Provides clerical, technical, and administrative assistance to assigned supervisor in support of assigned city programs; assists supervisor with department's management systems which may include personnel management, purchasing processes, training programs, or others. Collects, compiles, and analyzes information from various sources on a variety of specialized topics. Utilizes computerized software packages to provide and evaluate statistical trends and narrative/information reports; uses spreadsheets to enter and manipulate data in order to produce technical information. Contacts appropriate parties to elicit information for projects or contracts; extracts data from a variety of sources; compiles and evaluates data and information; advises internal and external customers about guidelines; reviews invoices, evaluates adjustments, and performs cost studies; reviews necessary reports for adherence to standards and criteria; contacts appropriate parties to resolve any problems or discrepancies; prepares a variety of activity reports pertaining to assigned responsibilities. Prepares a variety of statistical and narrative reports within functional area related to operational activity, survey results, and special projects; searches appropriate primary and secondary source material; elicits information from appropriate parties; evaluates data and prepares reports on findings; may participate in operational service reviews in areas of responsibilities. Prepares presentations, general and technical correspondence, and promotional materials; develops forms, tracking systems, databases, and spreadsheets Resolves difficult or sensitive customer service inquiries or problems; advises public on complex rules, policies, and procedures; responds to inquiries from employees and the public. Researches information, organizes, evaluates, and compiles results and prepares detailed summaries, tracks progress of projects and payment expenditures and reimbursements. Prepares and processes administrative documents such as vouchers, permits, personnel actions, requisitions, and contracts; prepares documents for purchasing, fiscal, project or program areas; maintains a variety of records and files. May perform general office/secretarial tasks such as but not limited to monitoring/ordering standard office supplies; collating and assembling documents; accepting and delivering inter-departmental correspondence, photocopying/faxing correspondence and reports; attend meeting and take/distribute minutes; scheduling appointments and maintaining supervisor's calendar; screening calls/visitors; making travel arrangements. Works independently with recurring work on their own initiative; supervisor assists with projects or situations not previously encountered or where new/revised regulations or procedures apply. May coordinate various financial activities that may include preparing reports for the City Finance Department, monitoring and submitting requisitions, and establishing purchase orders. May assist department supervisory and management staff in annual budget development and administration processes; research and collect data; identifies need for budget adjustments and modifications as appropriate and necessary. May compile, calculate, maintain and review departmental payroll; verifies time sheets. May assist in staff training and development.