Administrative Specialist

SUMMARY: Under general supervision, performs a variety of secretarial and administrative functions in support of a department director.

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES:

Ÿ Provides secretarial support including composing and proofreading correspondence, reports, and memoranda, recording and transcribing minutes of meetings and confidential documents, sorting, logging and distributing staff mail, and processing Petty Cash Vouchers;

Ÿ Coordinates and processes travel arrangements, schedules and calendars activities and appointments, answers and routes phone calls, and greets and directs visitors;

Ÿ Monitors compliance with regulations in the reporting and tracking of information provided to regulatory, workers' compensation, insurance, procurement and employment entities;

Ÿ Monitors and schedules janitorial, security, maintenance and repair of facilities and equipment in area of assignment;

Ÿ Tracks, compiles and circulate performance evaluations; maintains confidentiality and personnel files and records as assigned;

Ÿ Acts as Department Purchasing Liaison, including processing of purchase card statements, purchase requisitions, ordering and maintaining inventory of office supplies, monitoring accounting accuracy and budget expenditures and preparing Request for Proposals in area of assignment;

Ÿ Prepares, distributes, collects and inputs timesheet data for payroll in assigned area;

Ÿ Assists in preliminary and final budget document preparation as assigned;

Ÿ Coordinates arrangements for meeting rooms, presentation materials and recording of minutes;

Ÿ Manages file and record maintenance and updating;

Ÿ Provides courteous, high level customer service;

Ÿ Resolves routine complex problems encountered in performance of work assignments;

Ÿ Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

Knowledge of:

Ÿ Federal, State and City laws, rules, regulations, practices and procedures related to administration, budget preparation, purchasing and personnel issues in area of assignment;

Ÿ basic principles of supervision;

Ÿ business English, spelling, composition and formatting of letters, memoranda and reports;

Ÿ record and file management practices and procedures;

Ÿ standard office practices, procedures and equipment;

Ÿ computer hardware, software and peripherals to enter, retrieve, research and manage word processing, spreadsheet, calendar management and presentation software;

Ÿ common office software packages such as Microsoft Office;

Ÿ telephone, office and online etiquette;

Ÿ customer service methods, practices and procedures.

Skill in:

Ÿ understanding and following written and oral instructions;

Ÿ effective oral and written communications;

Ÿ utilizing discretion in maintaining confidentiality of information, files and records;

Ÿ preparing and proofreading department correspondence, documents and reports;

Ÿ entering, retrieving, researching, maintaining and updating automated computer databases;

Ÿ handling and prioritizing multiple projects and assignments;

Ÿ providing prompt, efficient and responsive service;

Ÿ assessing the customer's immediate needs and ensuring customer's receipt of needed services through personal service or referral;

Ÿ exercising appropriate judgment in answering questions and releasing information; analyzing and anticipating consequences of decisions and/or recommendations;

Ÿ establishing and maintaining effective working relationships with others.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Vision is required to perform and monitor essential functions, and to complete data entry. Occasional standing, bending, and stooping, lifting files and records weighing up to 30 pounds and driving is involved. Some assignments (or departments) may require working non-standard business hours, or require shift work. Work is performed in an office environment, but may sometimes require the safe use of a vehicle on City business.

MINIMUM QUALIFICATIONS: A High School Diploma or G.E.D., and three (3) years responsible secretarial experience; or any equivalent combination of experience, additional education, and training which provides the knowledge, skills, and ability to perform this work. Must be able to type 48 WPM proficiently. Positions within the Police Department are required to pass a polygraph examination prior to appointment. Employee may be required to possess a valid Arizona Driver's License.

ADDITIONAL REQUIREMENT: An employee in this class is required to live within fifteen (15) miles of the City limits, and within the United States.