Administrative Specialist

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. 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. Per #J-18808-Ljbffr City of Racine