Job Description

This position is being re-advertised. Candidates who have previously submitted an application and were referred to the hiring manager are still being considered and do not need to reapply.

This Administrative Specialist is devoted to providing clerical and office support activities and administrative coordination. Incumbents provide skilled clerical and specialized administrative support for one or more professional staff or a departmental function, as assigned. Work is varied and depending upon assignment, may include responsibility for program logistics, event logistics and/or customer support. Work may include compiling data and preparing reports; typing documents of varying complexity; composing original correspondence; maintaining files, records and inventories; developing office procedures; providing procedural and technical information to staff and the public; performing data entry; maintaining and updating spreadsheets; preparing presentations that include maps, graphs and charts; maintaining payroll, time and expense records; ordering and maintaining supplies; coordinating mail and other correspondence; and preparing public information and outreach materials.

Duties and Responsibilities

• Provides specialized administrative support including preparing agendas and compiling meeting information materials; attending meetings and preparing minutes; reviewing and screening correspondence; coordinating schedules and calendars; developing office procedures and recommending process improvements; and/or monitoring budget-related expenses and account allocation.
  
• Reviews approvals and processes various forms and documents which may include requisitions, vouchers, expense reimbursement requests, payments, work orders, contract documents, invoices, personnel-related reports/records, job postings, registrations, renewals, and/or travel and expenditure requests/authorizations; monitors schedules and deadlines for document processing; reconciles statements; routes documents; coordinates unscheduled forms/document processing.
  
• Provides customer support by responding to internal and external inquiries and information requests; performs basic research; routes specific requests to appropriate resource; takes and delivers messages.
  
• Updates and maintains database information and related reports; researches and retrieves information; reviews data for accuracy and makes corrections; and identifies data issues.
  
• Performs records retention duties in accordance with established policies and procedures; scans and maintains documents, files and records; assists with records and procedural audits.
  
• Provides logistics support in the coordination and/or setup of meetings, travel, educational and professional development opportunities, events, equipment, supplies, and facility spaces; provides technical support related to equipment and audiovisual systems; monitors payment and schedule deadlines.
  
• Monitors and maintains supplies and materials for the division; monitors equipment maintenance needs including routine vehicle maintenance; obtains vendor quotes; initiates requisitions for materials and/or service; performs order tracking.
  
• With direction from project managers, advertises all solicitations (requests for qualifications and proposals (RFQs/RFPs)), facilitates the publication of the advertisement in accordance with City policies. Schedules interviews for RFQs and RFPs as appropriate.
  
• Initiates personnel actions within NEOGOV including postings, position transfers, separations, retirements, and onboarding. Coordinates interviews with prospective candidates, and leads onboarding efforts: computer, badge, office access, vehicle keys, office supplies, uniforms, etc.
  
• Processes invoices, contracts, contract amendments, scopes of work, and other financial transactions in PeopleSoft and e-Builder. Monitors the operations budget for the division and recommends the necessary transfers to ensure that line items are not in the negative. Works cooperatively with the division head in preparing the administrative/operations budget for each fiscal year.
  
• Performs other duties of a similar nature and level as assigned.

Typical Qualifications

Education and Experience

High School Diploma or GED and four years of related clerical and/or office support experience

OR

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.

Licensing/Certifications

• Valid North Carolina Class C Driver's License with a satisfactory driving record.
  

Depending on assignment, position may require:

• Notary Public designation.
  

Preferred Qualifications:

• Experience with Microsoft Office Suite, PeopleSoft, NEOGOV, e-Builder, and SuccessFactors Performance preferred.

Additional Information

KNOWLEDGE OF:

• Standard practices, methods and materials of assigned work.
• Business math concepts.
• Filing and record-keeping principles.
• Occupational hazards and applicable safety principles and practices.
• Uses and properties of supplies and equipment.
• Applicable federal, state and local laws, codes, regulations (based on assignment).
• Customer service principles.
• Specialized equipment relevant to area of assignment.
• Modern office technology.
  

SKILL IN:

• Composing and maintaining basic original documents including reports, presentations, and correspondence.
• Performing basic original research, compiling and assembling data.
• Organizing tasks, meeting deadlines and prioritizing competing demands.
• Following directions and meeting standards.
• Providing attention to detail in assignments.
• Proofreading and error correction.
• Business math computations.
• Exercising confidentiality.
• Organizing and maintaining records and files.
• Maintaining and updating data and documentation.
• Comprehending reference books and manuals.
• Operating assigned tools and equipment.
• Scheduling meetings, determining basic meeting needs and making required arrangements.
• Interpreting and applying applicable laws, codes, regulations and standards (based on assignment).
• Providing customer service.
• Utilizing a computer and relevant software applications.
• Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction.

ADA and Other Requirements
Positions in this class typically require: reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions.

Light Work:
Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work, and the worker sits most of the time, the job is rated for Light work.

Working Conditions:
Work is routinely performed in an indoor, office environment.

Note:
This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.