Administrative Support Specialist -Public Works

Performs a variety of administrative support, secretarial tasks, and records processing in an office and works independently performing duties requiring ability to interpret and apply departmental rules and regulations to a variety of situations.

Employees in this class perform a wide variety of administrative support, secretarial, and office management duties. Work generally requires that employees independently handle certain activities such as information processing, fiscal controls, computer systems administration, or a special aspect of a program of office activity. The Administrative Support duties require considerable tact and discretion in handling sensitive or confidential matters. Work requires a broader knowledge of more specialized office operations in order that the role may perform at a competent level in representing the supervisor or manager. Work requires more independence and self-initiative in activities and may include more independence in communications, both written and oral; may provide technical assistance to other support positions. Precedent-setting situations are referred to higher level supervisors. Guides may include a variety of verbal instructions, written manuals and instructions, as well as comprehensive rules, statutes, and regulations. Work is performed under the supervision of the department directo

Essential Duties and Tasks

• Secures information via telephone or personal contact; selects appropriate materials to answer questions, and often handles the inquiries independently.
• Handles confidential or sensitive information in an appropriate manner; may require verbal, written or digital reports on more complex issues.
• Handles timekeeping, accounting and budgetary actions, and other functions for the department; orders supplies and materials and serves as contact with the purchasing and finance operations; approves bills for payment; makes recommendations on equipment and technology upgrades to the manager or supervisor.
• May serve as secretary to one or more boards by developing agenda, making meeting arrangements, and taking and transcribing minutes.
• Interprets a variety of rules, regulations, and information on the organization's activities.
• Operates a computer with related data files and generates correspondence, statistics, minutes, and reports; reviews work for compliance, spelling, punctuation, and grammar; proofreads final copies.
• May be responsible for evaluating staff members’ technology skills and assists in providing or locating resources for skills enhancement. 
• Reviews and verifies records and reports for correct information; processes documents including timesheets for payroll; files and retrieves materials; performs periodic follow-up activities.
• Requests information using forms or direct contact; compiles information from data or statistics from technology sources and from specialized files developed by higher level program specialists.
• Maintains sensitive activity records and files; initiates appropriate follow-up or further action based on the status of program activity.
• Based on review of office records or reports, identifies potential inconsistencies; determines the cause; and resolves with staff and outside personnel.
• Utilizes the City’s work order system to dispatch and track work requests within the City. 
• May help with the cemetery database and sale of new cemetery plots; prepares cemetery documents such as deeds, grave data sheets and interment permits.
• Maintains inventory of office supplies.
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Thorough knowledge of office practices and procedures.
• Considerable knowledge and ability to use sophisticated computer technology, grammar, vocabulary, and spelling.
• Considerable knowledge of working with data, statistics, figures, and arithmetic.
• Working knowledge of City functions to which assigned and related policies, procedures, and regulations.
• Ability to be tactful and courteous in communicating information to customers and citizens.
• Ability to use judgment in organizing and establishing priorities and work assigned.
• Ability to record information, handles cash deposits, and balance figures.
• Ability to maintain effective relationships with supervisors, employees, and the public.
• May need the ability to plan, organize, monitor, evaluate, and delegate duties to others.

Physical Requirements

• Must be able to physically perform the basic life operational functions of fingering, grasping, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to move objects.
• Must possess the visual acuity to prepare and analyze data and figures, to operate a computer, and to maintain organized and thoroughness of the work assigned. 

Desirable Education and Experience

• Associates degree in administrative support or office management; or related fields.
• 2 years of office management  experience, including strong public contact duties; or an equivalent combination of education and experience.