Administrative Specialist

Administrative SpecialistThe 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.Knowledge of modern administrative and office procedures, practices, and methods. Knowledge of professional business correspondence, grammar, spelling, punctuation, document formatting, and records-management practices. Strong organizational skills with the ability to manage multiple assignments, deadlines, interruptions, and changing priorities while maintaining accuracy and productivity. Exceptional attention to detail and accuracy in preparing documents, agendas, meeting materials, minutes, correspondence, records, and other administrative materials. Ability to take accurate and comprehensive meeting notes and prepare professional minutes, including accurately documenting motions, decisions, recommendations, and action items. Ability to coordinate meetings and ensure agendas, supporting materials, technology, room arrangements, and other logistics are prepared accurately and on time. Excellent written and verbal communication skills and the ability to communicate professionally with City officials, department heads, employees, governmental agencies, vendors, customers, and members of the public. Strong interpersonal skills and emotional intelligence, including the ability to remain professional, respectful, and composed when handling difficult or stressful situations. Ability to exercise tact, discretion, confidentiality, and sound judgment when handling sensitive information and matters requiring careful consideration. Ability to work independently, take initiative, anticipate administrative needs, identify potential problems, and follow through on assignments with minimal supervision. Ability to research questions using available information, policies, procedures, and resources before seeking assistance. Ability to recognize matters outside the employee's authority or expertise and appropriately seek guidance or refer the matter to the appropriate individual. Ability to adapt to changing departmental needs, priorities, workloads, and assignments. Ability to work effectively as part of a team and provide backup support to other administrative staff. Ability to learn and effectively apply City policies, procedures, systems, and software applications. Proficiency with Microsoft 365 applications, including Word, Outlook, Excel, Teams, and PowerPoint. Ability to effectively use electronic calendars, document-management systems, meeting-management systems, databases, and other computerized administrative applications. Ability to maintain a professional appearance and demeanor in a public-facing municipal environment.High school diploma or equivalent and three years of progressively responsible administrative, clerical, office support, or related experience; or an equivalent combination of education and experience that provides the necessary knowledge, skills, and abilities. One or more years of experience working in an Administrative Specialist or comparable administrative support role. Experience working in a municipal, governmental, financial, or public-sector environment. This is a fully in-person position and requires the employee to report to the assigned work location for all regularly scheduled work. The normal work schedule is generally 8:00 a.m. to 5:00 p.m., Monday through Friday; however, the schedule may vary based on departmental and City needs. Must be available to attend occasional evening meetings and other activities outside normal business hours, including Finance and Personnel Committee meetings, City meetings, auctions, special events, and other assigned activities. May be required to work occasional overtime or adjusted hours to meet departmental deadlines or support meetings, auctions, special events, or other City activities. Must maintain regular and reliable attendance consistent with City policies and departmental expectations. May be required to complete City-specific training related to administrative procedures, records management, meeting and agenda management, computer systems, software applications, and other job-related functions.