What are the responsibilities and job description for the Administrative Specialist I - Museum Coordinator position at City of Eagle Idaho?
JOB
JOB SUMMARYUnder supervision performs a variety of general secretarial, administrative, and receptionist duties (Specialist I) for the department to which it is assigned. Work involves the delivery of those services to the public. The position also provides administrative assistance to assigned department staff and leadership. Administrative Specialist I is the entry-level classification of the job series. The Specialist I is distinguished from the Specialist II by performing work under closer supervision and within set practices and procedures, in addition to City guidelines. The work of the Specialist I is more routine and requires limited knowledge, focusing primarily on clerical support. When responding to inquiries, answers general questions, referring as appropriate. JOB FUNCTIONEssential Job Functions Administrative Specialist I· Serves as first point of contact for the department; greets and directs visitors and callers, providing general assistance to inquiries.· Provides clerical support to departmental staff including scheduling, calendar maintenance, and preparation of various documents.· Copies and disburses mail and correspondence to department staff daily.· Performs data entry.· Performs various administrative tasks for the department including scanning, copying, ordering office supplies, and other similar responsibilities.· Keeps informed of changes in information, technology, software, and other methods that have potential for improving departmental service delivery goals.· Receives and processes cash transactions.· Learns to issue department-specific registrations, permits, and licenses.· Performs all work duties and activities in accordance with City policies, procedures, and safety practices. Department-Specific Essential Functions – See Attached ADDITIONAL FUNCTIONS· Provides back-up inter-departmental coverage as needed.· Performs other duties as assigned.KNOWLEDGE, SKILLS, AND ABILITIESRequired· Knowledge of general office practices and procedures.· Ability to operate office equipment and computer programs. Specific skill in use of MS Office Suite, particularly: Word, Outlook, and Excel, and department-specific software.· Typing 60 WPM minimum.· Data entry.· Basic research techniques and reporting.· Excellent customer service skills.· Ability to apply tact and good judgment.· Ability to establish and maintain effective working relationships with the public, officials, and co-workers.· Ability to remain calm and professional when interacting with others.· Excellent time management and organizational skills.· Strong attention to detail.· Proficient writing and editing abilities.· Problem solving.· Basic math skills: add, subtract, multiply, divide.· Available to attend evening meetings. Preferred· Graphic/information design skills for creating presentations and publications. QUALIFICATIONS AND EDUCATION Administrative Specialist IMinimum· High school diploma or equivalent.· One (1) year relevant experience.· Or any combination of education, training, and experience that provides the equivalent necessary for satisfactory job performance.· Legally authorized to work in the US. Preferred· None. LICENSE OR CERTIFICATIONRequired· None. Preferred· Possess and maintain a valid Idaho Driver’s License and proof of valid insurance.· Notary public certification.· Bondable. PHYSICAL REQUIREMENTSAbility to see, with or without corrective lenses, well enough to read standard text.Ability to hear, with or without hearing support devices, well enough to converse on the telephone.Ability to speak well enough to verbally converse with others, especially on the telephone.Sufficient manual dexterity to write and operate office machines.WORK ENVIRONMENTWork is performed in an office environment with occasional site visits in the field. · Indoors: 95%.· Outdoors: 5% WORK SCHEDULE· This job typically requires the employee to work weekdays (Monday – Friday).· This job may require the employee to occasionally work a varied schedule, including days, evenings, and weekends (Saturday and Sunday). · The position schedule is subject to change at any time at the discretion of management. TRAVEL REQUIREMENTS· Some local travel in a City vehicle may be required.DISCLAIMERMust perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak workload periods or otherwise to balance the workload. Job DescriptionAdministrative Specialist IDepartment-Specific Duties – MuseumSupervisor's Title: Museum Director GENERAL STATEMENT OF DUTIESAssists in all aspects of museum operations as required, such as preparation of exhibits, collections, and processing of artifacts and archives; including inquiries from the public regarding historic research; and other duties as assigned. PREFERRED QUALIFICATIONS – MUSEUM - None DEPARTMENT-SPECIFIC ESSENTIAL DUTIES AND RESPONSIBILITIES· Responds to inquiries regarding collection from museum visitors; may when needed act as the museum receptionist.· Assists in maintaining the museum collection database (Past Perfect) through data entry and editing.· Assists in the organization and implementation of public programs or special events; may assist in preparation of educational materials, promotional materials, and mailing lists.· Works closely with the public with the understanding of upholding the reputation of the museum.
JOB SUMMARYUnder supervision performs a variety of general secretarial, administrative, and receptionist duties (Specialist I) for the department to which it is assigned. Work involves the delivery of those services to the public. The position also provides administrative assistance to assigned department staff and leadership. Administrative Specialist I is the entry-level classification of the job series. The Specialist I is distinguished from the Specialist II by performing work under closer supervision and within set practices and procedures, in addition to City guidelines. The work of the Specialist I is more routine and requires limited knowledge, focusing primarily on clerical support. When responding to inquiries, answers general questions, referring as appropriate. JOB FUNCTIONEssential Job Functions Administrative Specialist I· Serves as first point of contact for the department; greets and directs visitors and callers, providing general assistance to inquiries.· Provides clerical support to departmental staff including scheduling, calendar maintenance, and preparation of various documents.· Copies and disburses mail and correspondence to department staff daily.· Performs data entry.· Performs various administrative tasks for the department including scanning, copying, ordering office supplies, and other similar responsibilities.· Keeps informed of changes in information, technology, software, and other methods that have potential for improving departmental service delivery goals.· Receives and processes cash transactions.· Learns to issue department-specific registrations, permits, and licenses.· Performs all work duties and activities in accordance with City policies, procedures, and safety practices. Department-Specific Essential Functions – See Attached ADDITIONAL FUNCTIONS· Provides back-up inter-departmental coverage as needed.· Performs other duties as assigned.KNOWLEDGE, SKILLS, AND ABILITIESRequired· Knowledge of general office practices and procedures.· Ability to operate office equipment and computer programs. Specific skill in use of MS Office Suite, particularly: Word, Outlook, and Excel, and department-specific software.· Typing 60 WPM minimum.· Data entry.· Basic research techniques and reporting.· Excellent customer service skills.· Ability to apply tact and good judgment.· Ability to establish and maintain effective working relationships with the public, officials, and co-workers.· Ability to remain calm and professional when interacting with others.· Excellent time management and organizational skills.· Strong attention to detail.· Proficient writing and editing abilities.· Problem solving.· Basic math skills: add, subtract, multiply, divide.· Available to attend evening meetings. Preferred· Graphic/information design skills for creating presentations and publications. QUALIFICATIONS AND EDUCATION Administrative Specialist IMinimum· High school diploma or equivalent.· One (1) year relevant experience.· Or any combination of education, training, and experience that provides the equivalent necessary for satisfactory job performance.· Legally authorized to work in the US. Preferred· None. LICENSE OR CERTIFICATIONRequired· None. Preferred· Possess and maintain a valid Idaho Driver’s License and proof of valid insurance.· Notary public certification.· Bondable. PHYSICAL REQUIREMENTSAbility to see, with or without corrective lenses, well enough to read standard text.Ability to hear, with or without hearing support devices, well enough to converse on the telephone.Ability to speak well enough to verbally converse with others, especially on the telephone.Sufficient manual dexterity to write and operate office machines.WORK ENVIRONMENTWork is performed in an office environment with occasional site visits in the field. · Indoors: 95%.· Outdoors: 5% WORK SCHEDULE· This job typically requires the employee to work weekdays (Monday – Friday).· This job may require the employee to occasionally work a varied schedule, including days, evenings, and weekends (Saturday and Sunday). · The position schedule is subject to change at any time at the discretion of management. TRAVEL REQUIREMENTS· Some local travel in a City vehicle may be required.DISCLAIMERMust perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak workload periods or otherwise to balance the workload. Job DescriptionAdministrative Specialist IDepartment-Specific Duties – MuseumSupervisor's Title: Museum Director GENERAL STATEMENT OF DUTIESAssists in all aspects of museum operations as required, such as preparation of exhibits, collections, and processing of artifacts and archives; including inquiries from the public regarding historic research; and other duties as assigned. PREFERRED QUALIFICATIONS – MUSEUM - None DEPARTMENT-SPECIFIC ESSENTIAL DUTIES AND RESPONSIBILITIES· Responds to inquiries regarding collection from museum visitors; may when needed act as the museum receptionist.· Assists in maintaining the museum collection database (Past Perfect) through data entry and editing.· Assists in the organization and implementation of public programs or special events; may assist in preparation of educational materials, promotional materials, and mailing lists.· Works closely with the public with the understanding of upholding the reputation of the museum.