Administrative Specialist II (Part-Time)

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES Requisitions supplies and equipment; assists in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards; updates publications. Types correspondence, invoices, statements, reports, and other materials from copy or shorthand notes; composes and types letters, memoranda, minutes, notices, and other correspondence. Oversees the processing of various departmental records transactions including employee personnel action forms, purchase orders and requisitions. Operates a computer, photocopier, printer, calculator, facsimile machine, recording equipment or typewriter. Maintains manual or automated filing systems; oversees specialized document or library collections; maintains appointment calendar. Responds to telephone or in-person inquiries; greets the general public; provides information on departmental services and functions; directs callers. Researches, collects, and compiles data for administrative and annual reports, agendas, bulletins, questionnaires and agreements; performs varied arithmetical computations. Supervises, assists and directs clerical personnel; schedules and reviews the work assignments of the department staff. Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation. Establish and maintain effective and professional relationships with work colleagues, supervisors and managers. Performs related work as required for this position description only. The Requirements Education/Experience: High School Diploma or GED equivalent plus two (2) years of responsible secretarial experience, including the use of computers and standard software applications such as Word and Excel; or an equivalent combination of training and experience. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Preferred: Associate's Degree from an accredited college in Business Administration, Public Administration, or closely related field. Experience preparing requisitions; ordering supplies and equipment; reviewing payroll entries; processing P‑Card purchases and other invoices; reviewing and submitting Telestaff or other time and attendance records; data entry; drafting and editing memos, letters and other correspondence; and creating reports. Knowledge, Skills, and Abilities: Knowledge of office terminology, procedures and equipment. Knowledge of modern information systems and software. Knowledge of business English and arithmetic. Knowledge of departmental and municipal rules, regulations, policies procedures. Ability to understand and follow complex oral and written instructions. Ability to establish and maintain effective working relationships with fellow employees, superiors, subordinates, and the general public. Ability to make decisions and interpretations in accordance with established rules, policies, and procedures. Ability to supervise a group of subordinates in a manner conducive to full performance and high morale. Ability to communicate information tactfully and impartially. Skill in the use of modern office equipment. Physical Demands The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert in excess of 25 pounds of force occasionally and/or in excess of 10 pounds of force frequently, and/or in excess of 5 pounds of force constantly to move objects. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Work Environment Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs. Some fieldwork may be required in the community. #J-18808-Ljbffr