ADMIN SPECIALIST SR

Position Summary

The role of the Administrative Specialist Senior is to perform a variety of clerical and administrative support duties for the Library Director, and other administrative personnel as needed, in the Library Department (Administration).

Responsibilities

• Provides administrative support to key department personnel as assigned; assists in specialized reports as required; assists in planning and implementation of special projects; expenditure reports, and processing of invoices for the Department.
• Provides effective professional liaison between the Department and other City Departments, representatives from public agencies, area businesses, and the general public.
• Answers/receives, screens and/or greets visitors, telephone calls, faxes, mail, and messages for Department personnel and provides information to or refers callers and visitors to appropriate personnel.
• Listens to and directs comments and complaints from the public relating to department operations and takes appropriate action to resolve and refer such complaints.
• Interprets and applies departmental or office rules, policies, and regulations in accordance with prescribed procedures and guidelines.
• Prepares specialized analytical reports relating to a core function of a departmental operation for use in policy development and evaluation of existing programs and initiatives.
• Prepares correspondences, reports, lists and other documents as instructed and requested by designated office personnel.
• Assists in preparing letters, reports, statements, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions, and other related materials, including confidential correspondences and reports.
• Gathers, assembles, updates, distributes and/or files a variety of information, forms, records, and data as requested using traditional filing systems or databases as necessary.
• Copies, packages, and distributes a variety of written materials as requested by other designated office personnel.
• Requisitions supplies and materials for the Department as requested.
• Keeps the Library Director and designated others accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.

Additional Functions

• Reconciles purchase cards.
• Learns and possesses comprehensive knowledge of the department.
• May assist with responding to public records requests or prepare various ad hoc reports for leadership or benefits reporting.
• May be involved planning/coordinating events, such as retirements, recognition ceremonies, and holiday celebrations.
• May perform other duties as assigned.

Required Education, Experience, & License/Certifications

• High School Graduate or General Education Degree (GED) required.
• Bachelor’s degree in business administration or other related field preferred.
• Experience with an agenda management system is desirable.
• 4 or more years of experience in an administrative support role or any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work.

Required Knowledge, Skills & Abilities

• Fluent in English, with exceptional technical writing skills.
• Thorough knowledge of modern office procedures, practices and equipment including filing systems; bookkeeping; City codes, rules, policies, regulations, and procedures applicable to the position.
• Knowledge of computer applications including Excel, Word, Adobe, PowerPoint, and other related software.
• Demonstrate a high degree of professionalism in all areas (communication, approach, style); understanding what it means to represent the Development Services Department.
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities.
• Ability to understand and follow oral and/or written policies, procedures, and instructions, use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions, and prepare and present accurate and reliable reports containing findings and recommendations.
• Strong organizational skills.
• Detail-oriented to create and maintain office procedures, file documents physically and electronically, organize calendars.
• Ability to communicate effectively verbally and in writing, including in front of audiences.
• Ability to maintain confidentiality, tact, and diplomacy.
• Ability to adapt and learn quickly to work effectively under pressure and with short timelines/competing demands.
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
• Ability to work effectively in public works and across multiple divisions/cultures.
• Ability to partner at all levels of the organization internally and externally.
• Ability to work as a member of a team to accomplish department goals.
• Ability to make sound judgments and draw valid conclusions.
• Ability to maintain effective working relationships.