Administrative Specialist

General Statement of Duties 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. The Administrative Specialist may specialize in one area, such as human resources or finance, or may have broader responsibility of multiple internal service functions. Incumbents may perform routine professional work with a fair degree of independence or may perform more complex work under closer supervision. Minimum Qualifications (KSAs) (Illustrative only. Any one position may not require all of the listed KSAs nor do the listed examples include all the KSAs, which may be required.) 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. Skill To General knowledge of how city government functions. 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 (Illustrative only. Any one position within this classification may not include all of the duties listed nor do the listed examples include all of the tasks that may be performed.) In addition to the nature of duties assigned to the Administrative Technician: 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. HR Contact: View email address on click.appcast.io 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. The below information is solely intended as a summary of the benefits available and is subject to change. Not all benefits listed are available for every position. Benefits can vary depending on applicable labor agreements and/or salary plan. For specific questions, contact the HR Contact indicated on the Job Posting. The City of Cincinnati offers its employees competitive salaries and a comprehensive benefit package designed to actively attract and retain quality employees' to add additional value to the City of Cincinnati's workforce. A summary of these benefits for full-time employment is listed below. This is a general listing of benefits for all employees and is not intended to be a comprehensive listing for all bargaining units. The City offers a variety of training programs, ranging from job-specific skills such as computer and equipment instruction, to helping supervisors improve their management techniques. Equal Employment Opportunity The City of Cincinnati is dedicated to providing equal employment without regard to race, gender, age, color, religion, disability status, marital status, sexual orientation or transgendered status, or ethnic, national or Appalachian origin, or on the basis of any other category protected under federal, state and local laws. Holidays The City of Cincinnati has 11 paid holidays annually that include: New Year's Day Martin Luther King Day President's Day Memorial Day Juneteenth Independence Day Labor Day Veterans' Day Thanksgiving Day Day after Thanksgiving Christmas Health Insurance The City of Cincinnati 80/20 offers 3 medical plans to all full time City of Cincinnati employees and eligible dependents: the 80/20 PPO medical plan, the HDHP medical plan with an HSA contribution, and a Health Reimbursement Arrangement for those enrolled on another non-city eligible group plan. Eligible Dependents Include Legal Spouse or Equal Partner Child (natural child, adopted child, and/or child who the group has determined is covered under a "Qualified Medical Child Support Order") Step-child Child for whom the employee or employee's spouse/equal partner is a legal guardian Basic Life Insurance A $50,000 Basic Life Insurance policy is paid for by the City for certain eligible employees. Full time employees not eligible for the City-paid basic life insurance policy are generally provided a similar benefit through their union group. Supplemental Life, Long Term Disability, Accident & Critical Illness Insurance Most full time City employees are eligible to participate in a supplemental life insurance program, a long term disability plan, and accident and critical illness insurance programs at their own expense. Premiums are determined by age, amount of coverage, and various additional factors. Flexible Benefits Plans Healthcare Flex Spending Account City employees can participate in the Healthcare Flex Spending Account that can be used to pay out-of-pocket medical, prescription, dental, and vision care expenses for employees and family members. Dependent Care Flex Spending Account City employees can participate in a Dependent Care Flex Spending Account that can be used to pay work-related dependent care expenses. Participants can set aside money each year through pre-tax payroll deductions to pay for these expenses. Transportation Expense Reimbursement Account City employees can participate in a Transportation Expense Reimbursement Account (TERA) that can be used to reimburse expenses related to traveling to and from work. Participants can set-up a pre-tax payroll deduction up to an IRS regulated amount. Healthy Lifestyles Program City employees can voluntarily participate in a wellness incentive program that encourages and rewards employees and their spouses/equal partners for making positive choices for better health. The City of Cincinnati will contribute up to $300/year to a Health Reimbursement Account for each the employee and their spouse/equal partner for meeting specified program goals. These dollars can be used to offset qualified out-of-pocket medical expenses. Integrated Health Reimbursement Arrangement (HRA) This is a voluntary program that serves as an alternative healthcare option to traditional medical plans. If you have alternate group health coverage available to you through a spouse, equal partner, another job, or a non-city retirement plan, you may be eligible for this plan which reimburses you for the difference in premiums between the plans and your covered out of pocket expenses on the other plan. Retirement Plan The City provides a defined benefit pension plan for part-time and full-time employees. New hires and re-hired employees are required to participate in the City of Cincinnati's Retirement System (CRS), regardless of previous participation in an Ohio State pension system or any another state or federal pension system. CRS is funded by employer and employee contributions, and investment returns from plan assets. CRS provides retirement and health care benefits subject to eligibility requirements. The following groups are excluded from participation in CRS: Mayor and Members of City Council; Sworn Police & Fire; Police Recruits; and Rehired Ohio Police & Fire Retirees. Deferred Compensation As an Ohio government employer, the City offers employees the ability to participate in a 457(b) tax-deferred retirement savings plan. The City makes an annual match to your 457(b) of up to $750, or as otherwise specified in applicable regulations and union contracts. 01 If you are a current City of Cincinnati employee, what is your CHRIS ID number? Type 'N/A' if you are not currently employed by the City of Cincinnati. 02 Which of the following best describes your qualifying experience? Less than two years of qualifying administrative support experience. Two or more years of qualifying administrative support experience. Two years of City of Cincinnati administrative support experience. Three or more years of City of Cincinnati administrative support experience. At least one year of City of Cincinnati service, or completed probation, in a transfer-eligible classification under CODE Contract Appendix A-1. 03 What is the highest level of education you have completed at an accredited college or university? Less than 30 semester credit hours 30-59 semester credit hours Associate's degree or 60+ semester credit hours Bachelor's degree or higher Required Question #J-18808-Ljbffr City of Cincinnati