Administrative Specialist

Qualifications

• Education: Equivalent to an associate degree with coursework in public or business administration, or a related field.
• Experience: Three (3) years of increasingly responsible paraprofessional and specialized administrative support experience.
• Licenses and Certifications: Valid California Driver's License, to be maintained throughout employment. When Assigned To Information Technology Department: Valid California Law Enforcement Telecommunication Systems (CLETS) CJIS Security (Advanced) Certification, to be obtained within thirty days of employment and maintained throughout employment.

Responsibilities

• Supports maintenance of a collection of public art through a GIS application.
• Assesses and tracks needed repairs and maintenance for public art.
• Provides specialized para-professional administrative support duties to assigned departmental projects and programs.
• Conducts research and analysis and prepares a variety of reports and documents in support of departmental/division goals.
• Develops, summarizes, and maintains administrative and fiscal records.
• Performs a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, preparing and monitoring contracts and agreements, arranging for equipment purchases and maintenance, attending meetings, and serving on work groups and project teams.
• Maintains calendar of activities, meetings, and various events; arranges meetings and makes appointments; makes travel arrangements.
• Serves as administrative support to various committees and commissions; prepares agendas; attends meetings and takes minutes.
• Screens calls, visitors, and incoming mail; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate City staff; assists the public at the front counter and directs the public to appropriate locations/staff; represents the City to all callers and visitors in a professional and customer friendly manner.
• Understands computer use and function and commonly used City computer, internet, search engine and mobile device applications, databases, and programs at an intermediate level; uses these tools to compete assignments, create and run reports, create and utilize spreadsheets and other similar computer-based applications.
• Trains and assists office administration staff in refining customer service skills in responding to customer queries via phone and email; uses independent judgement when responding to complex customer queries.
• Coordinates and integrates department services and activities with other City departments and outside agencies.
• Updates and maintains assigned web page content.
• Completes mandatory safety and skillset training as assigned; researches and requests training to improve skillset for self and other administrative staff.