Administrative Specialist - Confidential (City Manager's Office)

Under general supervision, provides specialized para-professional administrative and analytical support duties to assigned departmental projects and programs; conducts research and analysis and prepares a variety of reports and documents in support of departmental goals; participates in the preparation of operating budgets; develops, summarizes, and maintains administrative and fiscal records; and performs related duties as assigned

Receives general supervision from assigned supervisory or management personnel. Some incumbents exercise technical and functional direction over and provide training to less experienced staff, as assigned. 

This journey level classification is responsible for independently performing specialized para-professional administrative and analytical support duties for departmental operations. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

Knowledge of: 

• General principles and practices of municipal government operations, organizational practices, grants, budget preparation, monitoring, and administration. 
• Research and reporting methods, techniques, and procedures. 
• Principles and procedures of record keeping, document processing, and filing systems. 
• Standard office procedures and practices. 
• City-wide policies, processes, and procedures. 
• Business arithmetic and basic statistical techniques. 
• City and department programs, goals, and policies and procedures of the assigned department or division. 
• The City’s operating budget.
• City finance procedures related to accounts payable, accounts receivable, agreements and purchasing policies.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility. 
• Principles and practices of data collection, database maintenance, and report generation. 
• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department or program. 
• Basic budget principles for monitoring and tracking revenue and expenditures for assigned department. 
• 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. 
• Business administration practices. 
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing 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.

When assigned to the Police Department:

• The Police Department’s Computer Aided Dispatch, Records Management Systems, and National Crime Information Center (NCIC) database.
• Labor agreement language, payroll processes, and new hire and separation requirements within the City and the Police Department.

Ability to: 

• Prepare clear and concise correspondence and reports on a variety of financial, budgetary, and administrative issues. 
• Perform technical financial work. 
• Calculate figures and perform standard mathematical functions. 
• Handle sensitive and confidential information. 
• Research, analyze, and evaluate programs, policies, and procedures. 
• Develop and administer a division budget. 
• File and maintain automated and hardcopy records with accuracy. 
• Compose correspondence and reports independently or from brief instructions; maintain records and databases. 
• Handle disputes and complaints and resolve problems in a calm and tactful manner. 
• Understand, interpret, and apply all pertinent laws, codes, regulations, programs, policies and procedures, and standards relevant to work performed. 
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• 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 the Police Department:

• Access and generate confidential state and national queries including criminal histories.

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, scale, postage machine, folding and sorting machine, copy and fax machine; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or 10-key calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.