Administrative Specialist

Administrative Specialist

Exercising independent judgment, this employee performs highly responsible technical, administrative, and analytical duties in an assigned service area or department. Employee applies rules and regulations in the administration of city programs; researches and analyzes data for management systems, including budgeting, finance administration processes and personnel management. Employee provides highly responsible administrative assistance to an assigned department. Performs related duties as required. This position works in the CitiCable Division under the direction of the City Managers Office.

Minimum Qualifications (KSAs)

In addition to the Knowledge, Skills and Abilities requirements of the Administrative Technician: Knowledge of concepts, methodologies, and tools pertaining to the organizing, tracking, and reporting aspects of project and program management. Knowledge specific to the area of assignment; considerable knowledge of the major principals, practices, methods, and techniques of administration relating to areas such as general management, budgeting, human resources, or finance. General knowledge of how city government functions. Skill to operate specialized hardware devices, tools, and equipment relating to assigned function. Operate copy machines, printers, scanners, fax machines, office phone, smart phone, computer, laptop, and iPad. Utilize Microsoft Office products including Word, Excel, PowerPoint, Assess, and Outlook, Adobe Pro, and various applications such as CHRIS, CFS, and Sharepoint. Conduct independent, original research based on sound analysis and leading to appropriate recommendations to resolve specific issues. Ability to develop strategies to problems of moderate complexity focused on a specific program, function, or service area; adapt guidelines, including unwritten policies, precedents, and practices that are not always completely applicable to changing situations. Apply comprehensive grasp of most factors affecting area of responsibility. Evaluate situations having multiple (and sometime conflicting) elements/considerations. Make judgments and decisions that are still guided by policies, procedures, and management imposed limits, but latitude exists for non-reviewed actions or decisions on routine and some non-routine matters. Understand, apply, and/or adapt complex/conflicting oral or written regulations or guidelines to diverse and dissimilar situations. Act independently and know when to refer situations to higher-level authority. Prepare cost projections and monitor/control budgetary compliance. Understand and apply contract terms and provisions. Organize, analyze, and evaluate tangible and intangible data soundly and impersonally. Understand, interpret, and apply rules, standards, or procedures and persuade others to accept or adopt recommendations. Formulate reasonable and effective conclusions. Conduct thorough investigations, determine methodologies, and obtain basic data necessary to evaluate solutions to complex problems and issues with multiple variables. Train, supervise, or evaluate assigned staff and their work. Consistently demonstrate a pleasant, good-natured, and cooperative attitude with others on the job; maintains composure, even in very difficult situations; accept criticism well and remain calm in high stress situations involving other people or their circumstances. Consistently fulfill job and work obligations and deal effectively with ambiguity.

Examples of Work Performed

Performs professional level analytical and technical work in the formulation and administration of department or division budgets, development and management of contracts, management of department level procurement, and/or assists in coordination of personnel functions. Investigates administrative or operational problems; assists administrators in determining and implementing solutions to problems; makes recommendations affecting aspects of programs and policy; makes presentations to interested groups on various administrative programmatic or operating aspects of department. Obtains information from a variety of sources concerning departmental procedures; prepares comprehensive reports and correspondence outlining recommendations for improvements; assists in the installation of new and revised methods, procedures, and systems; evaluates operational efficiency of existing programs and makes recommendations for change. May assume administrative responsibility for specific project, either conducted independently or with the aid of lower-level employees; identifies resource needs and may develop action plan; may set up plans and procedures for achieving objectives and providing leadership to work teams as assigned. Processes transactions involving multiple steps and the application of varied, complex, and/or ambiguous guidelines; may determine eligibility and or compliance; approves exceptions within assigned scope of authority. Reviews documents to determine how they will effect internal processing and determines appropriate course of action/response within assigned scope of authority. Authors/customizes/revises communication materials to fit a particular individual, situation, or activity; researches, assembles, and disseminates function-related materials and documentation as required; searches records to locate specific information; checks materials for accuracy, completeness, and/or procedural compliance. Assists department supervisory and management staff in annual budget development and administration processes; researches and collects data; prepares schedule and notifies staff of deadlines and material needs; monitors expenditures and ensures adherence to department budget; identifies need for budget adjustments and modifications as appropriate and necessary. Applies rules and regulations to provide administrative direction for assigned city programs or 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; compiles reports and activity logs; makes recommendations or findings; undertakes a variety of special projects as assigned. Prepares written materials to communicate departmental activities and programs for internal and external distribution; assists with public relations activities; acts as a resource to persons with inquiries about departmental services, activities, and programs. Coordinate various financial activities including monitoring and submitting requisitions, preparing purchase orders, monitoring travel, and training requests. May serve as an assigned department liaison with other city departments, divisions, and outside agencies; negotiates and resolves sensitive issues. May be assigned to develop program standards, policies, and procedures.

Probationary Period

Twelve Months

Supervision Exercised

Supervises work of support, technical, clerical, and/or temporary staff as assigned. This can involve scheduling or reviewing work, providing some on-the-job training, and conducting or providing input with respect to performance management process.

Required Education and Experience

REQUIRED EDUCATION AND EXPERIENCE:

Internal: Two years of experience with the City of Cincinnati in administrative support work described below and have an Associate's degree or a minimum of 60 semester credit hours from an accredited college or university. One additional year of experience may substitute for up to half of the educational requirement.

OR

One year of experience with the City of Cincinnati (or have completed probation) in a classification listed as transfer-eligible for this position under CODE contract Appendix A-1.

External: Two years of experience in administrative support work such as - Planning, prioritizing, and coordinating work - Communicating with supervisors, peers, or subordinates - Managing and training employees - Collecting and analyzing data or information - Applying rules, policies, and procedures - Working with computers and computer systems - Other administrative support duties AND an Associate's degree or a minimum of 60 semester credit hours from an accredited college or university.

Working and Physical Conditions

Environmental Conditions: Office environment; exposure to computer screens; working closely with others. Physical Conditions: Duties require maintaining physical conditions necessary for sitting for prolonged periods of time; manual dexterity required.