Administrative Specialist II (Public Works)

Looking for a collaborative and innovative work environment in the Development Services Department. This part-time role supports the Planning and Urban Design Division with specialized administrative tasks, including zoning or legal clerking, application processing, public hearing coordination, records management, and responding to zoning and development-related inquiries.

About the role

Under the direction of an administrative superior, this position performs a wide variety of clerical and administrative work. The role requires knowledge of departmental operations, excellent keyboard skills, and the ability to manage public contact. The incumbent may supervise office support staff and must use discretion in decision-making and policy interpretation. Work is reviewed through conferences and written reports.

Responsibilities

• Requisition supplies and equipment; assist in the preparation of budgets and payroll; verify accuracy of operating reports and conformance to policies.
• Type correspondence, invoices, statements, reports, and other materials from copy or shorthand notes; compose and type letters, memoranda, minutes, notices, and other documents.
• Oversee processing of departmental records, including employee personnel action forms, purchase orders, and requisitions.
• Operate office equipment such as computers, photocopiers, printers, calculators, facsimile machines, and recording equipment.
• Maintain manual or automated filing systems; oversee specialized document or library collections; manage appointment calendars.
• Respond to telephone or in-person inquiries; greet the public; provide information on departmental services and functions; direct callers appropriately.
• Research, collect, and compile data for administrative and annual reports, agendas, bulletins, questionnaires, and agreements; perform varied arithmetical computations.
• Supervise, assist, and direct clerical personnel; schedule and review work assignments for department staff.
• Represent the City positively in interactions with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation, or sexual orientation.
• Establish and maintain effective and professional relationships with colleagues, supervisors, and managers.
• Perform related work as required.

Requirements

• High School Diploma or GED equivalent plus two (2) years of responsible secretarial experience, including use of computers and standard software applications (e.g., Word, Excel).
• Above-satisfactory keyboard skills as directed by departmental needs.

Qualifications

Preferred:

• Associate’s Degree from an accredited college in Business Administration, Public Administration, or a closely related field.
• Experience preparing requisitions, ordering supplies, reviewing payroll entries, processing P-Card purchases, reviewing and submitting time and attendance records, data entry, drafting and editing correspondence, and creating reports.

Skills

• Knowledge of office terminology, procedures, and equipment.
• Knowledge of modern information systems and software.
• Knowledge of business English and arithmetic.
• Knowledge of departmental and municipal rules, regulations, policies, and procedures.
• Ability to understand and follow complex oral and written instructions.
• Ability to establish and maintain effective working relationships with employees, superiors, subordinates, and the public.
• Ability to make decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to supervise subordinates effectively to ensure high performance and morale.
• Ability to communicate tactfully and impartially.
• Skill in the use of modern office equipment.

Physical Demands

• Regularly required to walk, sit, write, hear, and speak.
• Required to exert in excess of 25 pounds of force occasionally, 10 pounds frequently, and 5 pounds constantly to move objects.
• Specific vision abilities include close and distance vision, peripheral vision, and depth perception.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment

Work is primarily performed in an office environment, requiring responsiveness to changing goals and priorities. Some fieldwork in the community may be required.

Benefits

• Low-cost health insurance, including medical, dental, vision, and flexible spending plans.
• 4-day work week and an award-winning wellness program.
• Generous Paid Time Off Program, including 13 paid holidays, vacation leave, personal leave, and sick leave.
• Eligibility for the Federal Student Loan Forgiveness Program after 10 years of public service and on-time payments.

Pay

Starting pay for this position is $22.57 per hour, dependent on qualifications.