ADMINISTRATIVE SPECIALIST

About the role

This position provides highly responsible administrative and clerical assistance to assigned department management, ensuring effective and efficient office operations; represents the City to the public and provide professional, courteous customer service at all times; and performs related duties as assigned.

Responsibilities

• Provides administrative support to assigned supervisor, performing such duties as scheduling and coordinating meetings, researching and compiling data for reports, composing and/or preparing routine and confidential reports, presentation materials and correspondence, etc.
• Evaluates office operations and makes recommendations for changes in order to maintain office productivity and efficiency.
• Affords assistance in planning and implementing various department programs, activities and services and training as assigned.
• Affords assistance with departmental development, HRIS, employee relations, training and development, benefits, compensation, organizational development.
• Serves as division Administrator of Target Solutions which includes creating new login credentials, training new hires and refresher training when necessary; password resets, and deletion of inactive users, etc.
• Manages and maintains training records in Target Solutions to include uploading SOP’s, certifications, completion rosters.
• Prepares weekly and monthly reports generated from Target Solutions and monitors completion and past due training.
• Assists with divisional needs in Cityworks by entering and closing service requests and work orders along with maintaining and updating the information in CMMS.
• Establishes and maintains the department’s filing system.
• Attends meetings; prepares meeting agendas and packets; prepares and distributes meeting minutes; provides administrative support to various committees as required.
• Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; greets and assists office visitors.
• Serves as liaison between supervisor and others.
• Attends staff, committee and City meetings as required; may represent supervisor at various meetings as requested.
• Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.
• Performs other related duties as assigned.

Qualifications

• High school diploma or GED;
• Four (4) years of relevant prior experience;
• May be required to type 30 corrected wpm;
• Valid South Carolina Class “D” Driver’s License.

Knowledge of basic algebra involving variables and formulas and/or basic geometry, and/or computing discounts and interest rates;

Ability to assist in procurement requests of goods and services in IFAS; track and receive on goods and services in IFAS;

Knowledge of human resources policies, procedure laws, and standards to new and existing employees;

Ability to gather, organize, analyze, examine or evaluate data or information and may prescribe action based on such data or information;

Ability to provide information, guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistants;

Ability to handle or use machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, copiers, telephones or similar equipment;

Ability to perform skilled work involving rules/systems with almost constant problem-solving;

Ability to perform supervisory work involving policy and guidelines, solving both people and work related problems;

Ability to read technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format;

Speaking compound sentences using normal grammar and word form;

Ability to perform professional level work requiring the application of principles and practices in a wide range of administrative, technical or managerial methods in the solution of administrative and technical problems; or the coordination of supervisory level work;

Requires general understanding of operating policies and procedures and the ability to apply these to complex administrative problems;

Requires continuous, close attention to detail for accurate results and frequent exposure to unusual pressures;

Works in a somewhat fluid environment with rules and procedures but with many variations from the routine.

The City of Columbia is proud to offer a complete benefits package to full-time employees. This package includes health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. Part-time or temporary employees, including interns, are not eligible for City benefits.