Administrative Specialist

Job Description POSITION PURPOSE The Administrative Specialist provides essential administrative and operational support to the Finance Department, helping ensure organized, efficient, and professional operations. The position supports the Finance Director, Deputy Finance Director, and department staff while serving as a front‑line contact for employees, officials, vendors, customers, and the public. Responsibilities include assisting visitors, managing inquiries, coordinating schedules and meetings, maintaining records, supporting departmental operations, and handling special projects. The role requires knowledge of Finance Department functions, strong organizational skills, confidentiality, independent judgment, and the ability to adapt to changing priorities. Essential Duties Provides comprehensive administrative support to the Finance Director, Deputy Finance Director, and Finance Department staff. Serves as a central administrative resource responsible for helping maintain an organized, professional, and fully functioning Finance Department office. Manages and coordinates calendars, appointments, meetings, deadlines, departmental activities, and other administrative commitments. Anticipates upcoming administrative needs, identifies potential issues or conflicts, and takes appropriate action to keep departmental operations moving efficiently. Prepares, types, edits, proofreads, and distributes correspondence, memoranda, reports, forms, notices, presentations, and other documents. Maintains organized electronic and physical files, records, directories, reference materials, templates, and other departmental resources in accordance with City records‑management requirements. Develops and maintains tracking systems for deadlines, requests, assignments, meetings, projects, and follow‑up items. Coordinates departmental events, training, special assignments, travel arrangements, registrations, and other administrative activities. Monitors office supply inventory and coordinates the ordering, receipt, storage, and distribution of routine office supplies. Provides backup and overflow administrative support to staff and assists with changing departmental needs and priorities. Meeting and Committee Administration Coordinates the preparation and administration of Finance Department meetings, including Finance and Personnel Committee activities. Collects, organizes, and tracks agenda items, reports, presentations, and supporting documentation. Maintains meeting calendars and monitors deadlines for submission of materials. Prepares, formats, proofreads, and distributes agendas, meeting packets, notices, presentations, and related materials. Coordinates meeting logistics, including room reservations, technology, materials, refreshments, and other arrangements as appropriate. Attends assigned meetings as recording secretary and prepares accurate and professional meeting minutes. Records motions, recommendations, decisions, assignments, action items, and matters requiring follow‑up. Distributes approved minutes and maintains organized records of meetings and committee activities. Monitors outstanding meeting‑related assignments, materials, deadlines, and action items and follows up as necessary. Front‑Line Customer and Department Support Serves as a professional first point of contact for the Finance Department. Answers, screens, and triages telephone calls, emails, correspondence, and other inquiries. Greets and assists customers, employees, vendors, elected officials, department heads, and members of the public. Determines the nature and urgency of questions, requests, and concerns and directs individuals to the appropriate department, division, employee, or resource. Develops and maintains a working knowledge of Finance Department functions, services, processes, and organizational responsibilities to appropriately route questions and requests. Provides clear, professional, courteous, and timely communication to individuals at all levels of the organization and to members of the public. Exercises sound judgment, discretion, professionalism, and emotional intelligence when handling difficult, sensitive, confidential, or stressful situations. Maintains confidentiality when handling personnel, financial, customer, departmental, and other sensitive information. Departmental Projects, Mailing, and Special Activities Provides administrative support for departmental projects, programs, initiatives, special assignments, and events. Assists with research, document preparation, data entry, scanning, filing, records maintenance, purchasing, requisitions, invoices, and other administrative functions as assigned. Coordinates departmental mailing activities, including operation of the postage meter, preparation of certified and special mailings, large‑volume mailings, and time‑sensitive correspondence. Maintains appropriate records related to postage, mailing activity, and related transactions and coordinates replenishment or servicing of postage equipment as needed. Provides administrative and logistical support for City auctions, surplus sales, and related activities, including preparing documents and materials, coordinating schedules and locations, assisting with registration and event logistics, and maintaining related records. Coordinates with appropriate City departments, vendors, buyers, and other participants in connection with auctions, surplus sales, and special departmental activities. May assist with setup, registration, event activities, and breakdown associated with auctions, surplus sales, meetings, or special events. Provides administrative support during staff absences, periods of increased workload, or other operational needs. Assists with special projects and initiatives involving multiple City departments or outside agencies. Provides administrative support for special events, programs, meetings, auctions, surplus sales, or other activities outside normal departmental operations. May be required to attend occasional evening meetings, auctions, special events, or other activities outside normal business hours. Performs other related duties as assigned by the Finance Director or Deputy Finance Director. Qualifications KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED Knowledge of modern administrative and office procedures, practices, and methods. Knowledge of professional business correspondence, grammar, spelling, punctuation, document formatting, and records‑management practices. Strong organizational skills with the ability to manage multiple assignments, deadlines, interruptions, and changing priorities while maintaining accuracy and productivity. Exceptional attention to detail and accuracy in preparing documents, agendas, meeting materials, minutes, correspondence, records, and other administrative materials. Ability to take accurate and comprehensive meeting notes and prepare professional minutes, including accurately documenting motions, decisions, recommendations, and action items. Ability to coordinate meetings and ensure agendas, supporting materials, technology, room arrangements, and other logistics are prepared accurately and on time. Excellent written and verbal communication skills and the ability to communicate professionally with City officials, department heads, employees, governmental agencies, vendors, customers, and members of the public. Strong interpersonal skills and emotional intelligence, including the ability to remain professional, respectful, and composed when handling difficult or stressful situations. Ability to exercise tact, discretion, confidentiality, and sound judgment when handling sensitive information and matters requiring careful consideration. Ability to work independently, take initiative, anticipate administrative needs, identify potential problems, and follow through on assignments with minimal supervision. Ability to research questions using available information, policies, procedures, and resources before seeking assistance. Ability to recognize matters outside the employee's authority or expertise and appropriately seek guidance or refer the matter to the appropriate individual. Ability to adapt to changing departmental needs, priorities, workloads, and assignments. Ability to work effectively as part of a team and provide backup support to other administrative staff. Ability to learn and effectively apply City policies, procedures, systems, and software applications. Proficiency with Microsoft 365 applications, including Word, Outlook, Excel, Teams, and PowerPoint. Ability to effectively use electronic calendars, document‑management systems, meeting‑management systems, databases, and other computerized administrative applications. Ability to maintain a professional appearance and demeanor in a public‑facing municipal environment. Minimum Qualifications High school diploma or equivalent and three years of progressively responsible administrative, clerical, office support, or related experience; or an equivalent combination of education and experience that provides the necessary knowledge, skills, and abilities. Preferred Qualifications One or more years of experience working in an Administrative Specialist or comparable administrative support role. Experience working in a municipal, governmental, financial, or public‑sector environment. Special Requirements This is a fully in‑person position and requires the employee to report to the assigned work location for all regularly scheduled work. The normal work schedule is generally 8:00 a.m. to 5:00 p.m., Monday through Friday; however, the schedule may vary based on departmental and City needs. Must be available to attend occasional evening meetings and other activities outside normal business hours, including Finance and Personnel Committee meetings, City meetings, auctions, special events, and other assigned activities. May be required to work occasional overtime or adjusted hours to meet departmental deadlines or support meetings, auctions, special events, or other City activities. Must maintain regular and reliable attendance consistent with City policies and departmental expectations. May be required to complete City‑specific training related to administrative procedures, records management, meeting and agenda management, computer systems, software applications, and other job‑related functions. Environmental/Working Conditions Of The Position Work is performed fully in person in a standard office environment with regular use of computers and office equipment. The work environment is fast‐paced and may include frequent interruptions, changing priorities, time‐sensitive assignments, and periods requiring independent work and minimal supervision. The position may also require work in meeting rooms, storage areas, City facilities, and auction or surplus‑sale locations. Occasional work may occur in crowded, noisy, dusty, or non‑climate‑controlled environments and may require extended standing or walking during meetings, auctions, special events, or other departmental activities. The City of Racine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. City Employee Benefits - 2026 Health Insurance 92.5% of the Premium is paid by the City of Racine - either single or family. Centivo administers the PPO Plans that are offered. You can chose from two high‑deductible health plans and one low‑deductible health plan, with two different networks offered. CVS Caremark administers our prescription plan Payment of $50 per month to employees who waive health coverage Health Savings Account (H.S.A.) A Health Savings Account (H.S.A.) is a tax beneficial savings account that can be used in conjunction with a qualified High – Deductible Health Plan. The funds put into an H.S.A. may be used on future, eligible health care expenses without any taxation. The City makes a prorated, one‑time contribution to an employee’s Health Savings Account, with the amount of the contribution determined at the time of hire. The maximum contribution amounts are determined by the IRS each year. Racine Employee Health & Wellness Center The Employee Health and Wellness Center run by Ascension Wisconsin is available to you and your dependent(s) if enrolled in the medical insurance It provides comprehensive services including clinic visits, health coaching, and preventative exams and health screenings. Life Insurance City provides one unit equal to your annual earnings Employee may buy additional insurance – each unit is equal to your annual earnings. Maximum additional life insurance is four units; For a total of five (5) units at the maximum coverage. Cost depends on age and annual salary Spouse and Dependent Life Insurance is available – maximum coverage is $20,000 for spouse and $10,000 for dependents, cost is $3.20 per month or half for $1.60/month Pension Wisconsin Retirement System, the contribution rate for 2026 is 14.4% Funded 50% by the City of Racine and 50% by the employee. Rates can change per year depending upon what is approved through WRS. Vacation Less than 4 years of continuous service – 96 hours At least 4 years but less than 9 years of continuous service – 136 At least 9 years but less than 14 years of continuous service - 176 At least 14 years but less than 21 years of continuous service - 216 At least 21 years of continuous service – 256 You may carry over up to 80 hours into the next year. During the first calendar year of employment, new employees shall earn vacation on a prorated basis based on the new employee’s start date. Holidays 13 paid holidays, 12 scheduled and 1 floating Sick Leave Accrues at the rate of 1 day per full month worked. Casual Days You can earn up to 4 casual days based off the amount of sick time that you have accrued. You are also eligible for an additional casual day if you use 16 hours or less of sick time in the preceding year. Dental Insurance MetLife administers our dental plan with two options available to employees (Basic plan or Advanced plan). Employees pay the premium with a pre‑tax payroll deduction. The City of Racine pays for the Basic Employee premium if you are enrolled in the medical insurance. Vision Insurance Superior Vision administers our vision plan with one option. Employees pay the premium with a pre‑tax payroll deduction. Flexible Spending Plans Medical and Dependent Care Flexible Spending Accounts administered by Health Equity. The maximum contributions are determined by the IRS each year. Short Term Disability Policy Automatically enrolled in a short-term disability insurance policy through MetLife, excludes Water and Wastewater Utility Employees. 70% of annual income, up to 13 weeks with a maximum benefit of $2,000 weekly. Employee Assistance Program The City of Racine offers an employee assistance program through Advocate Aurora. Parental Leave 320 hours of paid parental leave, if eligible for FMLA. Water and Wastewater Utility employees are eligible for 80 hours. Deferred Compensation Provided through Nationwide, Security Benefit (RPA/The Standard) or Wisconsin Deferred Comp. Supplemental Insurance Provided through AFLAC Funded by payroll deduction Accident, Hospital & Cancer policies are available Tuition Reimbursement $4,000 per year, or 80% of the employee's total tuition cost, whichever is lower. Student Loan Repayment Program The Student Loan Repayment Program, administered by Bakertilly Vantagen, helps assist you with the financial burden of the education that you have received. Non City of Racine residents can receive up to $1,200 per year towards student loan repayments, and City of Racine residents can receive up to $2,400 per year towards student loan repayments. Public Service Loan Forgiveness (PSLF) The PSLF Program promotes full‑time public sector employment. Public Employees, may qualify for public service loan forgiveness after making 120 payments toward their student loans while working full‑time in public service. This means that nurses, policeman, firefighters, public health, and government employees can be eligible for participation. The Forgiveness Program was designed uniquely to provide relief to those who are doing the best for our communities every day. To find out if you qualify for a forgiveness program call View phone number on click.appcast.io. Wellness Incentive Employees, spouses, and retirees covered by the City health insurance plan who complete the Wellness Incentive requirements are eligible to receive $200, spouses receive $100. Fitness Reimbursement Employees, spouses, and retirees covered by the City health insurance plan are eligible for 50% reimbursement of their annual membership fee up to a maximum of $200 per household. Reimbursement also includes fitness classes and weight reduction programs. City of Racine Residency City of Racine employees that are non-represented are eligible for a 4% per hour pay differential if you provide proof that you are City of Racine resident. City of Racine residency pay differential rates are different for: Racine Police Association – 3% differential rate Local 321 Firefighter Union – 3% differential rate Transit Union – 2% differential rate You can receive additional City contribution into your H.S.A. account if you are a City of Racine Resident. Residency contributions are based on what Racine Financial Empowerment Center The Racine Financial Empowerment Center (FEC) provides free one‑on‑one professional financial counseling for all City of Racine employees, and residents of the City of Racine. Additional information about the City’s comprehensive benefits package can be found on the following website; Active Employees - City of Racine - Human Resources Department. 01. What is your highest level of education? High School Diploma or Equivalent High School Diploma or Equivalent with Some College Associate's Degree Bachelor's Degree Master's Degree Doctorate (PHD) None 02. How many years of progressively responsible administrative, clerical, office support, or related experience do you have? Less than one year One to two years Three to four years Five or more years None of the above 03. Please describe your experience providing comprehensive administrative support and independently coordinating office operations, schedules, deadlines, and competing priorities. 04. Please describe your experience coordinating meetings, including preparing agendas, gathering supporting materials, coordinating logistics, and preparing or maintaining meeting records and minutes. 05. Please describe your experience serving as a first point of contact for customers, employees, officials, vendors, or members of the public, including how you handle questions, requests, and difficult situations. 06. Please describe your experience handling confidential or sensitive information and explain how you maintain confidentiality and exercise appropriate discretion. 07. Please describe your experience composing, editing, proofreading, and formatting professional correspondence, memoranda, reports, agendas, minutes, or other documents. 08. Please describe your experience using Microsoft 365 applications, electronic calendars, databases, document‑management systems, or other computerized administrative systems. 09. Are you available to attend evening meetings and work occasional overtime? Yes, with no restrictions Yes, but with some scheduling limitations No Required Question #J-18808-Ljbffr