Administrative Specialist (Public Services)

GENERAL DESCRIPTION

This position is responsible for high level administrative duties for assigned division / department. Responsibilities include understanding complex issues and using independent judgement to develop recommendations and take appropriate action. Additional responsibilities may differ based on the assigned area.

ESSENTIAL JOB FUNCTIONS

The following essential functions represent the primary duties of this position but should not be considered an all-inclusive list of responsibilities. Other duties may be required and assigned.

• Responsible for all administrative activities in order to support the assigned department / division, including but not limited to direct coordination of incoming calls, email and walk-ins; understands client concerns / questions, redirects to appropriate staff as necessary; and follows up on items.
• Understands complex issues and uses independent judgement to develop recommendations and takes appropriate action.
• Assists other office staff and offers training and direction to Administrative Associates.
• Maintains files, records, and related data in a neat and organized manner.
• Attends and coordinates meetings and is responsible for taking minutes of the presentations and discussions. Completes system uploads of staff reports for City Council meetings.
• Responds promptly to citizen inquiries, questions, suggestions, complaints, and records requests.
• Prepares forms and reports incidents and accidents to Risk Management.
• Publishes job posts and may assist with preparing interview questionnaires.
• Assists with completing payroll and provides backup information.
• Manages and coordinates all aspects of group meetings at various City facilities, including coordination of meeting announcements, meeting agendas, scheduling, and takes meeting minutes. Secures meeting room, chairs, AV, etc.
• Prepares work orders for various departments based on phone calls received or orders needed, as well as pulling work orders for Risk Management for claims as needed. Re-stocks copy machines and upkeep of toner.
• Schedules meetings for department / division, i.e. client meetings. Ensures that all reports and / or supplies are prepared for the meeting.
• Researches, compiles, sorts, tabulates, and summarizes data from files and other sources in composing and preparing reports for correspondence.
• Creates requisitions, distributes purchase orders, and processes invoices for payment. Reviews all purchase orders to ensure department purchasing procedures are followed and verifies items are authorized in budget and funds are available. Verifies accuracy of computer data and ensures appropriate authorization requirements are met.
• Compiles and distributes monthly expenditure and revenue reports. Monitors budgets and identifies potential problem areas.
• Work closely with the other departments and provide information as needed.
• Performs complex and is responsible for office duties requiring independent analysis, exercises of judgment and possesses a detailed knowledge of department policies and procedures.
• Point of contact for the special departmental programs and maintains information including work order scheduling and data entry.
• Uses computers and communication equipment, (ie, radio, telephone) computers, copy machine, multi-line phone system, fax machine, photo, radios, video and audio hardware, various hand tools and various motor vehicles.
• Designs and implements office forms as required.
• Remains courteous to the public at all times and give directions to the location of the different departments and / or divisions.
• Creates Standard Operating Procedures (SOPs), office manuals, reports, flyers, etc.
• Performs any other duties or tasks that may be assigned.

KNOWLEDGE, SKILLS & ABILITIES

MINIMUM QUALIFICATIONS

An equivalent combination of education and experience may be considered, provided that the education and experience is in a relevant and related field.

PREFERRED QUALIFICATIONS

ADDITIONAL POSITION INFORMATION

JOB LOCATION

All City owned buildings, parks, grounds and recreation facilities. Any off-site locations and facilities utilized as part of the City's participation or involvement in an event, activity or job assignment.

ADA Statement : The City of Apopka is an equal opportunity / affirmative action employer committed to achieving excellence and strength through diversity. The City seeks a wide range of applicants for its positions so that one of our core values, a qualified and diverse workforce, will be affirmed. Americans with Disabilities Act (ADA) compliance requires the City to provide reasonable invited to discuss accommodations.

DISCLAIMER :

The City of Apopka reserves the right to fill positions prior to the closing date and also reserves the right to close the posting prior to the date indicated. Positions will be filled by competitive selection from among categories of qualified and available candidates. It is the policy of the City of Apopka to give first consideration to all employees and other internal applicants prior to considering external (outside) applicants. Applicants should expect a starting salary at the minimum of the pay grade range; applicants with exceptional qualifications and / or experience may be eligible for a rate of pay which is higher than the range minimum upon approval by Administration. Your social security number is requested for the purpose of payroll eligibility verification, processing employment benefits, applicant and employee background checks, and income reporting and will be used solely for those purposes. The City of Apopka participates in E-Verify. Employers are required by federal law to verify the identity and employment eligibility of all persons hired to work in the United States. We utilize the E-Verify system to process our new hires. We provide information to the Social Security Administration and, if necessary, the Department of Homeland Security with Information from each new employee's Form I-9 to confirm work authorization.