Administrative Specialist: Clerical & Outreach

General Description Under general supervision, to perform a variety of responsible clerical, administrative, and bookkeeping duties in support of assigned department including: type instructional and financial reports, forms, and letters; process documents associated with City and regulatory agencies compliance; issue check requests; maintain office administrative records including accounts payable and receivable; process technical documents; perform all tasks as directed; and provide exceptional customer service to the public. General Description Under general supervision, to perform a variety of responsible clerical, administrative, and bookkeeping duties in support of assigned department including: type instructional and financial reports, forms, and letters; process documents associated with City and regulatory agencies compliance; issue check requests; maintain office administrative records including accounts payable and receivable; process technical documents; perform all tasks as directed; and provide exceptional customer service to the public. SUPERVISION EXERCISED This position exercises no supervision. Important And Essential Duties Coordinates and prepares for meetings including the preparation of agenda packets from MS word into pdf format, posting public meetings, and the creation and maintenance of associated records including meeting minutes. Oversees the creation of internal and external communication material for internal and public distribution. Includes creation, coordination, editing, publishing, and distribution of newsletters and other public outreach materials and social media outlets. Performs research and compiles data/reports for planning purposes and to ensure compliance with applicable local, state and federal laws, regulations, and ordinances. Prepares exhibits, statistical data, and supports information for conferences and meetings. Manages department files and records; compiles information from records to prepare reports. Maintains records retention schedule accordingly. Maintains equipment inventory list. Prepares check request, purchase orders, and vouchers to pay department expenses. Maintains office supplies. Assists and coordinates the maintenance of the website contents. Greets visitors by phone and in person and ascertains the nature of their business, provides assistance and/or referral, explains policies and procedures. Schedules appointments and maintains the division staff’s calendar, assists with the scheduling and arranging of meetings including travel details, facilities, lodging, and a variety of other related details. Operate all types of office machines including phone, fax machine, copier, and computer terminals. Other Job Related Duties Operate a City in the course of business and/or other mobile equipment on behalf the City or is otherwise designated by the City. Knowledge, Skills, And Abilities Perform other job related duties and responsibilities as assigned. Knowledge Of Fluent English, spelling, punctuation, and basic arithmetic. Office equipment and software, including Word, Excel, and Google Suite, filing systems and procedures. Office practices and procedures including proper public contact and telephone etiquette. Skill To Operate office equipment including computer equipment and type at a speed necessary for successful job performance. Be organized and customer service-oriented. Produce publications, newsletters, and social media content. Ability To Organize work effectively and use time management skills. Communicate effectively both orally and in writing with emphasis on writing skills, including proofreading, editing, and reading/writing for technical content. Maintain records and files. Prepare reports. Interpret local, state, and federal laws and legislation as needed to perform job. Work independently in the absence of specific instructions. Understand and carry out directions. Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally. Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do. Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect. Experience And Training Guidelines For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through: Experience Two (2) years of general clerical experience is required. English-Spanish bilingual is preferred. Education/Training A high school diploma or GED is required. License Or Certificate A valid Texas Driver’s License is required, the ability to obtain within ninety (90) days of employment, or a military waiver is required. Special Requirements Essential duties require the following physical skills and work environment: With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday: ___ Sedentary – lifting of no more than 10 pounds _X_ Light – lifting no more than 20 pounds; carrying up to 10 pounds ___ Medium – lifting no more than 50 pounds; carrying up to 25 pounds ___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds ___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task: Codes For How Often N = No E = Extensive (100 – 70% of the time) M = Moderate (60 – 30% of the time) I = Infrequent (20 – 10% of the time) A = Almost Never (<10% of the time) I Standing E Sitting I Walking A Lifting A Carrying A Carrying A Pushing/Pulling A Overhead Work E Fine Dexterity A Kneeling A Crouching N Crawling I Bending A Twisting N Climbing N Balancing E Vision E Hearing E Talking #J-18808-Ljbffr