What are the responsibilities and job description for the Administrative Specialist II position at City of Naples, FL?
GENERAL DESCRIPTION OF DUTIES:
The purpose of this classification is to provide routine and specialized administrative support to an assigned work unit. This position is differentiated from that of the Administrative Specialist I by greater organizational, independence, and computer skills required to successfully perform assignments. Work requires specialized knowledge of unit functions and daily planning to ensure all tasks are completed within established time frames.
EMERGENCY RESPONSE STATEMENT
Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.
The purpose of this classification is to provide routine and specialized administrative support to an assigned work unit. This position is differentiated from that of the Administrative Specialist I by greater organizational, independence, and computer skills required to successfully perform assignments. Work requires specialized knowledge of unit functions and daily planning to ensure all tasks are completed within established time frames.
EMERGENCY RESPONSE STATEMENT
Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Generates correspondence, memos, agendas, minutes, permits, orders, requisitions, ordinances, reports, forms, manuals, news releases, and/or other written materials appropriate to assigned unit.
- Compiles, prepares, and distributes department records and reports, news releases, invoices, public service announcements, and other relevant materials appropriate to assigned unit.
- Functions in a reception capacity for the assigned work unit by greeting and assisting the public, customers, and visitors; provides service to visitors or directs to appropriate individual/department.
- Receives, sorts, processes, and distributes unit mail; prepares parcels and packages for mailing.
- Takes telephone inquiries and complaints, ascertaining the nature of the call, and resolving personally or directing to the appropriate entity or department.
- Arranges scheduling for meetings, interviews, travel, equipment repair and service, and department functions.
- Performs keyboard work in developing unit written/publication materials, and in entering, adjusting, and/or purging unit data.
- Assists Superintendent, Contract Manager and Supervisors as needed or requested; attends staff meeting and prepare meeting minutes; attends and records Disciplinary Hearings and prepare necessary paperwork.
- Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: receives, reviews, prepares and/or completes various documentation, including applications, invoices, personnel forms, time sheets, work orders, purchase orders, and specific departmental reports; reviews, completes, processes, forwards or retains as appropriate; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy recordsOperates a personal computer to enter, retrieve, review or modify data, utilizing Microsoft Word, Excel, Publisher, H.T.E., word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
- Acts as liaison between supervisor, other departments, and outside agencies, gathering and relaying information as needed.
- Assists other unit personnel in supporting efficient functioning of the work unit, when assigned to a larger operating unit.
- Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
- Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
- Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
- Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.
- Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division. May include counting, recording of counts, and basic measuring.
- Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.
- Situational Reasoning: Requires the ability to exercise judgment in situations characterized by repetitive or short cycle operations covered by well established procedures or sequences.
MINIMUM QUALIFICATIONS:
- High school diploma or GED; supplemented by one (1) year previous experience in administrative support work demonstrating general computer literacy, with emphasis on customer service/relations work.
- Keyboard/typing proficiency equivalent to 35 words per minute; or any equivalent combination of education, training, and experience.
- Possession and maintenance of a valid Florida driver license, class "E" and a driving record which meets or exceeds minimum City driving standards preferred.
OTHER REQUIREMENTS:
The City of Naples is a Tobacco-Free Workplace. Applicants for the City of Naples must not have been a user of tobacco products for at least six (6) months immediately preceding an application for employment; and, if hired, must maintain non-use of tobacco products for the duration of employment with the City of Naples. Tobacco is defined as any lighted or unlighted cigarette, cigar, pipe, nicotine dispensing device, other types of smoking product, smokeless tobacco including dip, chew or snuff.
The City of Naples is a Tobacco-Free Workplace. Applicants for the City of Naples must not have been a user of tobacco products for at least six (6) months immediately preceding an application for employment; and, if hired, must maintain non-use of tobacco products for the duration of employment with the City of Naples. Tobacco is defined as any lighted or unlighted cigarette, cigar, pipe, nicotine dispensing device, other types of smoking product, smokeless tobacco including dip, chew or snuff.
ADA COMPLIANCE:
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Some tasks require the ability to communicate orally.
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
The City of Naples, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Naples, Florida will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
The City of Naples offers a competitive benefits package to it's employees. Please refer to the employee benefits link on the Human Resources web page, linked below, to learn more about our benefits package:
https://www.naplesgov.com/hr/page/employee-benefits
