The City of Pullman is seeking a highly organized and detail-oriented Administrative Specialist to join our dynamic Maintenance & Operations (M&O) office team. In this pivotal role, you will provide comprehensive administrative support to ensure the efficient operation of our M&O office. If you are a proactive problem-solver with exceptional multitasking abilities and a passion for public service, we encourage you to apply and contribute to the smooth functioning of our city's operations.

GENERAL PURPOSE:

Performs a variety of general office, clerical, technical, bookkeeping and related administrative support duties for professional staff, division managers or a department director.

The primary function of the Administrative Specialist is to provide a wide range of secretarial and clerical services to a department or division. The Administrative Specialist represents full scope of knowledge applied in professional support positions. Positions in this class are distinguished from positions at the Administrative Clerk level by the requirement to provide a diverse and full range of office assistance, secretarial, accounting and related duties. The Administrative Specialist performs work independently after becoming familiar with the purpose and mission of the department or division using a wide range of office skills brought to the job. Certain positions of this class may serve as a lead worker over other clerical personnel and/or perform confidential duties in the labor relations process and are, therefore, excluded from bargaining units. Administrative Specialists report to the department director, professional, or other supervisor. Work performance is evaluated for the effective functioning of the administrative support activities in an office.

ILLUSTRATIVE EXAMPLES OF ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provides confidential secretarial service; responds to personal, telephone, or written inquiries of citizens and high-level government, industrial, or community leaders and officers; screens callers and determines proper referral of callers using courtesy, tact and diplomacy; maintains calendar of appointments; composes correspondence; prepares and edits reports; prepares program flyers; (including social media) proofs documents for spelling, grammar, accuracy and format.

Provides the full range of administrative duties to an administrator including taking and typing notes of meetings obtained by word processing software, hand-written notes, tape recording, edits information while properly describing content and important decisions made.

Assist in maintaining department budget and assists supervisor in preparing preliminary budgets; prepares, processes daily review/biweekly deposits, processes and tracks purchase orders, invoices and payments.

Compiles information or notifies supervisor of items that require supervisory action prior to meeting; compiles and collates data for reports; tracks data and maintains computer spreadsheets or other database, may collect fees for permits, registrations or other activities; process payroll information and serve as liaison with human resources.

Establishes, modifies, and maintains filing and record keeping systems.

Answers telephone to provide information about department's programs and activities; schedules appointments for supervisor; provides customer service, registration, and daily deposits for department programs.

Inventories, orders, and receives office supplies.

OTHER JOB FUNCTIONS:

Cross-trains in other secretarial, clerical or related tasks.

Attends work on a regular and dependable basis.

Interacts in a professional and respectful manner with city staff and the public.

Performs other duties and responsibilities as assigned by immediate supervisor or division / department head.

SELECTION FACTORS:

(Applicants should describe their previous experience and training for each of the following selection factors. These factors will be the basis for selecting the most qualified applicants to be interviewed. Candidates selected for employment must satisfactorily demonstrate possession of these factors during a prescribed probationary period, and afterwards, for continued employment.)

Knowledge of:

• Secretarial practices including typing, transcription, filing, and general office procedures;
• Copywriting, proofreading and editing;
• Customer Service;
• Government communications best practices and trends;
• Interpersonal skills using tact, patience and courtesy;
• General procedures relating to the gathering and analysis of data and the preparation of reports;
• The operation of computers and skill in the use of word processing, spreadsheet, database, and other software as required by the position;
• Strong written and verbal communication skills, including appropriate use of spelling, grammar, punctuation and vocabulary; proofreading and editing skills;
• Knowledge of Webpage editing and updating.

Ability to:

• Perform a wide variety of administrative and clerical functions;
• Demonstrate and apply skills listed in the knowledge of section above;
• Establish and maintain effective working relations with other employees, public and private officials, supervisors, and the public;
• Ability to quickly and accurately summarize complex items in both verbal and non-verbal formats;
• Deal with the public over the phone or in person in a tactful, pleasant, and courteous manner;
• Establish, modify and maintain filing and record keeping systems;
• Provide quality services in an efficient and cost-effective manner and to recommend improved methods of performing the work;
• Perform accurate work while experiencing numerous interruptions;
• Work under the pressure of deadlines or other time constraints;
• Physically perform the essential functions of the job;
• Effectively provide support and communicate with a diverse population of internal and external customers;
• Gain knowledge of the workings of the Maintenance & Operations Division, and the City of Pullman organization;
• Develop, maintain and use professional resources, contacts and strategies to promote community awareness and support.

MINIMUM QUALIFICATIONS:

(Persons applying for a position of this class should have any combination of the following experience and training.)

Highschool diploma or GED, Two years of progressively responsible administrative specialist support experience in a position at a level equivalent to an Administrative Clerk; or substituting course work or training in advanced secretarial or office practices and principles for up to one year of the experience; or any equivalent combination of experience and training; a valid Driver’s License.

TOOLS AND EQUIPMENT USED:

Desktop computer, including computer software such as word processing, spreadsheet, presentations and database programs; copier/scanner machine; telephone; GBC binder; dictation machine, fax machine.

WORK ENVIRONMENT:

(The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Work is performed primarily in an office environment while sitting at a desk or computer terminal or while standing at a counter for extended periods of time. Physical exertion may be required to lift office supplies.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

FLSA Classification: Non-Exempt

Adopted: 9/82 Revised: 9/91, 5/94, 6/99, 12/01, 6/16, 06/24

NOTE: Position or working titles will be used on recruitment announcements and internal postings.