SPECIAL ASSISTANT TO THE BUSINESS ADMINISTRATOR

JOB TITLE:

SPECIAL ASSISTANT TO THE BUSINESS ADMINITRATOR – DEPARTMENT OF ADMINISTRATION – OFFICE OF THE BUSINESS ADMINISTRATOR

GENERAL STATEMENT OF DUTIES:

The employee in this position performs high-level and complex tasks for the Business Administrator. This position is responsible for performing specific assignments and projects in support of the day-to-day operations, including but not limited to, insurance and risk management operations, analyzing and organizing operations and procedures, flow of correspondence, filing, and other services in support of the Mayor and Business Administrator. Evaluates office production and revises procedures as needed. Prepares activity reports for guidance of management. This position has frequent contact with City personnel and the general public under the direct supervision of the Business Administrator and is a non-supervisory, management, FLSA-exempt position.

Job Location/ Equipment:

Work is performed at the Rev. Dr. Martin Luther King, Jr., City Government Center. The position requires the use of a personal computer, Office 365 (i.e. Microsoft Excel, Access, Outlook, PowerPoint and Word software), web conferencing equipment (i.e. Microsoft Teams or Skype), copier, fax machine, scanner, multi-line telephone, and other related office equipment. Duties are typically performed weekdays from 8:00 a.m. to 5:00 p.m.; however, this position may require occasional evening, weekend and holiday duties.

Essential Functions:

Work involves but is not limited to the following: Supports the Business Administrator with executing tasks and projects under his/her direct supervision. This position involves managing multiple projects simultaneously by evaluating the status of projects and offering suggestions on strategies to apply to execute projects. Tracks project activities to ensure deadlines are met. Serves as intermediate between the Business Administrator and others to allow for a smooth flow of project execution. Carries out administrative duties by collecting data, sorting, filing and sending out project informational requests. Creates letters, memoranda, complex accounting and financial statements, investigative reports, lists, statistical tabulations, technical reports and data. Provides management and support to the City’s risk management efforts including but not limited to working with insurance adjusters on claims, processing and monitoring claims, and assisting with loss prevention and safety programs. Assists in the City’s annual insurance renewals by completing and submitting insurance applications and supplemental information that is requested and partakes in the implementation of new providers/brokers. Proofreads materials. Keeps records and assembles a variety of data from records for incorporation into various reports. Prepares and processes requisitions, expense vouchers, purchase orders, forms and miscellaneous material. Assist the Finance Department in scoring RFP submissions. Uses initiative to resolve problems. Receives and organizes monthly status reports. Reviews reports for accuracy and completeness and recommends follow through actions when appropriate. Creates or improves upon existing policies, procedures, administrative systems, including accounting, computer, filing and general record keeping. Reads and routes incoming mail and assembles files or other materials to facilitate reply by the Business Administrator. Prepares responses to correspondence for the Business Administrator. Handles all aspects of the Office of the Business Administrator in a confidential manner. Additionally, this position oversees the City’s Adopt-a-Lot Program. Completes all assignments in an efficient, consistent and timely manner. Establishes and maintains an effective working relationship with supervisors, co-workers and the general public. Answers telephones and takes messages. Maintains regular, punctual attendance. Reports to work and remains at work in a productive condition which includes not being under the influence or impaired by the use of alcohol and/or drugs.

Non-Essential Functions:

Performs other duties as assigned.

Required Knowledge and Abilities:

• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Must possess interpersonal skills required to handle sensitive and confidential situations or information with considerable knowledge of office rules, regulations and procedures.
• Must possess working knowledge and have experience in dealing with risk management, insurance, and loss control.
• High degree of competence in standard business procedures.
• Proficient in the operation of a personal computer and Microsoft Office Suite.
• Ability to successfully manage a variety of projects simultaneously.
• Highly proficient in grammar and spelling.
• Excellent organizational skills.
• Ability to understand and follow oral and written instructions.
• Ability to create databases and prepare correspondence, reports, tables and charts.

• Ability to complete projects and assignments timely and independently with minimal supervision.

• Ability to identify administrative and operational deficiencies and recommend corrective action.
• Ability to communicate effectively both orally and in writing.
• Knowledge of the operations of municipal governments.
• Ability to exercise discretion, use sound judgment and act in a professional and courteous manner with the public, elected officials, department heads and other employees.
• Ability to develop and maintain effective working relationships with supervisors, peers, subordinates, committees and outside agencies.

Qualifications: