What are the responsibilities and job description for the Administrative Specialist I position at City of High Point, NC?

Salary : $41,389.00 - $53,031.00 Annually

Location : High Point, NC 27260

Job Type : Full-Time

Job Number : 7251

Department : Police

Opening Date : 12 / 20 / 2024

Job Description

The Administrative Specialist for the High Point Police Department performs complex, responsible, skilled clerical, and routine administrative work associated with the structure and operations of the department. This position requires knowledge of the office and work unit policies and procedures and is tasked with the preparation of documents and reports. Tasks in this position are assigned or performed independently to meet schedules and / or deadlines as they occur. The Administrative Specialist should be organized, detail-oriented, and have excellent communication skills. Work in this position is under the general supervision of the Assistant Chief.

Essential Tasks

Greets, screens, and provides visitors information or directs to appropriate persons.
Answers in-coming telephone, provides information, handles complaints and / or routes to appropriate personnel or communicates messages.
Places calls to other divisions and departments as well as State and Federal Government agencies and other cities.
Opens and distributes mail, composes independently or from brief instruction letters, types letters, general correspondence and inter-office memos including confidential reports.
Operates standard office equipment including calculator, copier, FAX machine, personal computer, printer, and related software.
Assists in training employees on office equipment and specific tasks.
Orders and maintains inventory of office supplies, prepares requisitions, orders supplies and materials processes payment for expenditures, and performs office related errands.
Schedule's office equipment maintenance and repairs when needed.
Oversees the maintenance of office files, including sorting, indexing, and filing materials alphabetically, numerically and by projects, subjects, personnel, forms, literature, etc.
Oversees and processes payment of department expenditures in accordance with established accounts payable policies and procedures.
Processes department purchases in according with established purchasing policies and procedures, generate requisitions, purchase orders, vouchers, reports using various specialized formats and forms and reconciles procurement card statements.

Processes departmental payroll, checks time sheets, leave forms, and enter into computer.

Prepares personnel action forms for increases, transfers, terminations, and other forms including changes of address and telephone, coordinates, prepares and processes paperwork for personnel vacancies and related hiring correspondence, maintains department personnel records.

Edit's data into data bases, spreadsheets or word process software has needed.

Types and edits a variety of complex documents, technical reports, spreadsheets, and correspondence.

Research, compiles, analyze reports and projects for presentation.

Serves as benefits liaison. Assists employees with completion of Benefit-related forms, informs and advises manager and staff regarding city personnel, financial, insurance and benefit policies and procedures, including changes.

Assembles statistical and accounting data for the division budget, monitors budget expenditures and balances, proposes budget transfers for approval by the department head.

Serves as Notary Public as needed.

Posts articles and information on safety bulletin board.

Schedules appointments for department personnel upon request and notifies attendees.

Represents department at various meetings related to personnel, budget, safety and health, insurance, and benefits.

Assists with special projects as needed.

Performs other clerical and administrative tasks as assigned, assists manage, and staff as needed.

Assists with preparation of budget, records expenditures during year, anticipates new needs and make note for next budget, compiles, and types figures.

Qualifications

Formal Education

High School Diploma or GED equivalent with five (5) years of progressive office administration experience.

Must have valid appropriate driver's license issued by the State of North Carolina

Must be able to demonstrate excellent communication skills, typing skills of 50 wpm, considerable experience in Microsoft Office, and the ability to learn new software rapidly.

Must have considerable experience in a responsible clerical position.

Possession of a NC Notary Public certification desired or the ability to obtain.

Knowledge of Lawson, SumTotal, software are a plus.

Must be able to work with all types of people, have a friendly telephone personality and provide exceptional customer service.

Must have accuracy in data entry, good grammar, and good communication skills including telephone, written letters, and email communications.

Must have thorough knowledge of general office practices, procedures, equipment, business English, spelling, arithmetic, and office computer hardware / software uses.

Must have ability to learn new computer programs.

Must have ability to interpret and apply policies, regulations, and procedures.

Must have ability to operate standard office equipment and establish and maintain effective working relationships with associates and the public

Physical Requirements

Sedentary Work : Exerting up to 10 pounds of force occasionally, and / or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Reaching, Handling, and Fingering : (Reaching - Extending the hand(s) and arm(s) in any direction, but normally to the front or side). (Handling - Seizing, holding, grasping, turning, or otherwise working with hand or hands (fingering not involved). (Fingering - Picking, pinching, or otherwise working with fingers primarily (rather than the whole hand or arm as in handling).

Employee must reach to answer telephone, file, work with computer terminal, etc. Handles various forms, documents, files, pencils, pens, etc. requiring use of hands and fingers.

Talking and / or Hearing : (Talking - Expressing or exchanging ideas by means of spoken word). (Hearing - Perceiving nature of sounds by ear).

This is a clerical support position which requires contact with other City personnel and the public, so it is necessary for the employee to be able to communicate with people in person, by telephone and two-way radio.

Seeing : The ability to perceive the nature of objects by the eye. Recommended guidelines for vision are :

1. Acuity, far - Clarity of vision at 20 feet or more. Both eyes 20 / 25 - R - 20 / 30 - L 20 / 30 corrected

2. Acuity, near - Clarity of vision at 20 inches or less. Both eyes 20 / 25

3. Depth Perception - Three-dimensional vision. Ability to judge distance and space relationships to see objects where and as they actually are. Depth Perception - 4

4. Field of Vision - Area that can be seen up and down or to right or left while eyes are fixed on a given point.

5. Accommodation - Adjustment of lens of eye to bring an object into sharp focus. This item is especially important when doing near-point work at varying distances from eye.

All five aspects are judged to be important in carrying out the essential functions of this job.

Mental Activity / Requirements

1) Minimum Reasoning ability associated with this classification :

Ability to apply principles of logical thinking to work tasks and practical situations and requests made by supervisors, other employees, or members of the public; to comprehend and respond to a variety of situations in an expedient manner. Must work independently so good judgment is essential.

2) Minimum Math ability usually associated with this classification :

Using Arithmetic : Ability to use arithmetic when working with payroll records, reports, work sheets, work orders, etc. and when documenting telephone numbers and locations and / or addresses, etc.

3) Minimum Language ability usually associated with this classification :

Read : Ability to read policies, instructions, directions, report information, calendars, recording forms, file documentation, requisitions, vouchers, correspondence, and various other documents relating to the job.

Write : Ability to write memos and figures, take messages and make various reports.

Speak : Ability to be conversant in voice and diction so as to participate in discussions with supervisor, other employees, and the general public in person, by telephone and two-way radio.

Environmental Conditions

The worker is subject to Inside and Outside Environmental Conditions : Protection from weather conditions but not necessarily from temperature changes however, the employee does run errands and must be outside in the various weather conditions.

The are no environmental hazards indicated for this position.

Machinery / Tools / Work Aids / Other Equipment

Computer, copier / scanner, calculator, FAX machine, personnel forms, employee benefits, Personnel Resolution, policies, City directory, Safety Manual, two-way radio, staple gun, scissors, pen, pencils, ordinances, paper clips, telephone, telephone directory and other work aids related to the job

Our Commitments

The City of High Point is committed to be an Equal Opportunity Employer which celebrates diversity and seeks to attract and retain the best qualified partners in service to the Citizens of the City of High Point. The City of High Point is an at-will employer and employees may be terminated or may terminate their employment at any time with or without reason for any reason not prohibited by law.

The City of High Point is committed to classifying and compensating its employees fairly and equitably for the work they do, weighed with both the internal capabilities and the external market. While the job description is not intended to and does not create a contract of employment, we are excited to use this "living document" as a guide for managing performance and positions to ensure job descriptions are reflective of the current work required by the incumbent or expected by any candidate to whom an offer of employment is extended.

The City of High Point is committed to providing a safe, comfortable working environment to all employees. To that end, we are proud to comply with all Occupational Safety and Health Administration (OSHA) requirements, as well as make reasonable accommodations to candidates and employees as we are able in accordance with the Americans with Disabilities Act (ADA). Candidates selected for employment must undergo (a.) a drug screening, in accordance with the City's drug and alcohol policy and (b.) a background screening to determine whether there is any current, pending, or previous charge, conviction or other infraction deemed incompatible with service in the capacity for which the candidate is being hired. Certain positions are considered so critical to the health and safety of others that a candidate cannot be placed in any of those positions without passing a pre-placement physical exam. Successful results from these conditions will result in an offer of employment.

No Benefits associated with this position.

Salary : $41,389 - $53,031

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