Administrative Specialist

Temporary Part Time Arts & Cultural Affairs Position

This is a Temporary Part Time position. There are no benefits associated with this position.

Under direction of the Arts & Culture Manager, this roughly 50% position is specifically for an Arts & Cultural Affairs assignment.

The Administrative Specialist, among other roles, will support maintenance of a collection of public art through a GIS application and will be charged with assessing and tracking needed repairs and maintenance.

Essential functions may include, but are not limited to, the following:

• Assists management and professional staff in performing and conducting studies, special projects, and administrative activities; performs data collection; prepares technical reports, issues permits, processes applications, and performs other technical work related to the department to which assigned; independently prepares correspondence; ensures all contracts, agreements and change order supporting documentation are accurate; is assigned and executes administrative specialized projects.
• Prepares various reports and responses for elected officials, department heads, and other City staff regarding personnel, budget, public records requests, service requests, internal requests for information, contracts and contract amendments, completion of projects, proposals, and contract issues.
• Monitors and coordinates the daily operation of a wide variety of City programs including rental resources, community engagement and outreach, and City-wide events.
• Performs technical administrative assistance and support duties for an assigned department; participates in various technical processes, procedures, and programs; provides information and assistance to the public on technical processes, procedures, and programs.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, preparing and monitoring contracts and agreements, arranging for equipment purchases and maintenance, attending meetings, and serving on work groups and project teams.
• Monitors specific program budget expenditures and revenues; reviews and processes invoices, payment requests, reimbursements, wire transfers, retention, and funding sources.
• Prepares, processes, and tracks purchase requisitions for services and materials; enters purchase information into applicable computer or internet-based application or program; ensures issuance of purchase orders; prepares demand for payment for management approval.
• Processes bills and invoices for payment; prepares and transmits a variety of financial documents; maintains records of purchase orders, expense statements, and other fiscal transactions.
• Organizes, maintains, and updates departmental record systems; enters and updates information with departmental activity, inventory files, and report summaries; establishes and maintains specialized software systems and internet-based systems and applications related to technical areas of responsibilities; prepares documents for imaging; responds to requests for records; periodically reviews and purges files in accordance with the records retention policy.
• Coordinates and integrates department services and activities with other City departments and outside agencies.
• Maintains calendar of activities, meetings, and various events; arranges meetings and makes appointments; makes travel arrangements.
• Serves as administrative support to various committees and commissions; prepares agendas; attends meetings and takes minutes.
• Schedules and prepares conference rooms for meetings; plans and orders meals and refreshments for City events and meetings; stock and order supplies and refreshments as needed.
• Updates and maintains assigned web page content.
• Screens calls, visitors, and incoming mail; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate City staff; assists the public at the front counter and directs the public to appropriate locations/staff; represents the City to all callers and visitors in a professional and customer friendly manner.
• Understands computer use and function and commonly used City computer, internet, search engine and mobile device applications, databases, and programs at an intermediate level; uses these tools to compete assignments, create and run reports, create and utilize spreadsheets and other similar computer-based applications.
• Trains and assists office administration staff in refining customer service skills in responding to customer queries via phone and email; uses independent judgement when responding to complex customer queries.
• When exercising technical or functional supervision assists with task prioritization; follows up on assigned projects to meet deadlines.
• Completes mandatory safety and skillset training as assigned; researches and requests training to improve skillset for self and other administrative staff.
• Performs other related duties as assigned.

Knowledge of:

• City and department programs, goals, and policies and procedures of the assigned department/division.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Principles and practices of data collection and report generation.
• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department or program.
• Research and reporting methods, techniques, and procedures.
• Basic budget principles for monitoring and tracking revenue and expenditures for assigned department. Principles of providing functional direction and training.
• Principles and practices of leadership
• Principles and practices of contract monitoring for operational and fiscal purposes.
• City procurement principles and practices.
• Principles and practices of business correspondence and report writing.
• Principles and procedures of record keeping, document processing, and filing systems.
• Business administration practices.
• Business arithmetic and basic statistical techniques.
• City and mandated safety rules, regulations, and protocols relevant to assigned area of responsibility.
• Techniques for providing a high level of customer service by effectively interacting with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Prepare clear and concise correspondence and reports on a variety of financial, budgetary, and administrative issues.
• Compose correspondence and reports independently or from brief instructions; maintain records and databases.
• Calculate figures and perform standard mathematical functions.
• Understand, interpret, explain, and apply programs, regulations, procedures, and guidelines.
• Appropriately handle sensitive and confidential information.
• Prepare and process purchase orders, purchase requisitions, reimbursements, invoices, and related expenditures.
• Research, analyze, and evaluate programs, policies, and procedures.
• Assist in developing and administering a division budget.
• Plan, organize, and coordinate the work of assigned staff.
• Effectively provide staff leadership and work direction.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Independently organize own work, set priorities, meet critical time deadlines, and follow-up on assignments.
• Plan, organize, and coordinate the work of assigned staff.
• Effectively provide staff leadership and work direction.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

When assigned to Information Technology Department:

• Pass a police background investigation prior to employment and remain eligible to access confidential police records systems.

Education and Experience:

• Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
• Education: Equivalent to an associate degree with course work in public or business administration, or a related field.
• Experience: Three (3) years of increasingly responsible paraprofessional and specialized administrative support experience.

Licenses and Certifications:

• Possession of a valid California Driver's License, to be maintained throughout employment.

When assigned to Information Technology Department:

• Possession of a valid California Law Enforcement Telecommunication Systems