What are the responsibilities and job description for the SENIOR ADMINISTRATIVE SPECIALIST (UNCLASSIFIED) position at City of Cincinnati?
General Statement of Duties
This Senior Administrative Specialist (Unclassified) position is housed within the Department of Opportunity and Resident Services (DORS).
The focus of DORS is "Creating economic opportunity and economic empowerment for City residents, particularly residents in need or that have been historically disadvantaged, by providing services to homeowners, tenants, small business owners and entrepreneurs, as well as residents experiencing homelessness."
Some Areas Of Focus Include
Minimum Qualifications (KSAs)
(Illustrative only. Any one position may not require all of the listed KSAs nor do the listed examples include all the KSAs which may be required.)
Knowledge Of
Standard English, grammar and usage; standard correspondence and report formats.
Principles of quantitative and qualitative analysis; principles of financial analysis; budget preparation and administration; accounting principles.
Management and administration of federal grant monies; the City's procurement process and requirements; general contract language and law.
Pertinent City, state and federal laws, codes and regulations; municipal legislative process.
Civil Service Rules; City Human Resources Policies and Procedures; EEO, ADA, Affirmative Action; union contracts; and other technical procedural materials related to departmental business.
Conflict resolution techniques; negotiation techniques. Principles and practices of human resource management; lead supervision and training; business processes and best management practices.
Skill To
Manage staff to accomplish work objectives.
Establish work priorities.
Operate copy machines, printers, scanners, fax machines, office phone, smart phone, computer, laptop, and iPad.
Utilize Microsoft Office products including Word, Excel, PowerPoint, and Outlook, Adobe Pro, and various applications such as CHRIS, CFS, CBS and Sharepoint.
Ability To
Assign, direct and evaluate the work of subordinate staff; supervise subordinate staff.
Process complex information while maintaining attention to detail; perform complex analyses of
problems and formulate solutions to such problems.
Communicate clearly and concisely, both orally and in writing.
Make decisions based on data analysis and observation; demonstrates strict adherence to rules and regulations.
Interpret, explain and apply pertinent City, state and federal laws, regulations, ordinances, policies and procedures; interpret and apply rules of contract compliance.
Apply various criteria to evaluate contract bids and recommend selections.
Maintain confidentiality of City information.
Conduct investigations as appropriate.
Resolve disputes; negotiate compromises; handle grievances; negotiate union contract agreements.
Prioritize multiple duties and manage time related to assigned area of responsibility.
Take on new or additional work responsibilities and challenges; excel at tasks that require a strong focus on detail and a need for thoroughness.
Become highly specialized in area relevant to department.
Establish and maintain effective working relationships with those contacted in the course of work; recognize and respond to the needs of others and cultivate a supportive environment.
Operate assigned vehicle in performance of job duties (as required).
Utilize Microsoft Office e suite applications or equivalent productivity/professional software (must have strong skills in word processing, presentation development, and use of spreadsheets)
Examples Of Work Performed
(Illustrative only. Any one position within this classification may not include all of the duties listed nor do the listed examples include all of the tasks which may be performed.)
Analyze and prepare operating and capital budgets; develop and monitor assigned budgets; read and evaluate appropriate financial statements; maintain appropriate financial records.
Coordinate departmental responses to City Council motions and referrals; provide technical expertise and advice to City Council, City administrators and other groups as requested.
Advise division heads, superintendent, and directors on how to handle administrative situations concerning personnel, budgets, contracts, etc.
Interpret Personnel Policies and Procedures, labor agreements, and Civil Service Rules to employees.
Keep director informed on important issues, policy changes, etc., verbally or through memos or reports.
Serve as a liaison with other divisions/departments/unions (legal, EEO or Civil Service) regarding personnel matters, such as contracts, grievances, disciplinary cases and handling complaints.
Write memos and reports of various kinds, including: new position requests to appropriate agencies, new information regarding policies to employees, personnel reports, responses to inquiries from the City Manager, correspondence to Director, etc.
Review and establish department performance goals with managers.
Analyze work procedures and recommend changes for more effective operations.
May represent the department/division to outside agencies and work with them on projects; acts as a liaison to external groups.
May be assigned to supervise a technical work program or section, or other functional unit in the agency.
May be assigned to perform specific technical tasks reporting directly to the agency head, or to coordinate technical activities or projects involving more than one work program or section.
May draft or review drafts of legislation affecting the agency's activities or responsibilities.
Develop and implement policies and procedures, written programs for job aids, and SOPs; act as a records custodian.
Conduct human resource activities, such as performance evaluations and hiring.
Perform other tasks related to the management of assigned programs, policies and procedures as needed.
Design, develop, and deliver presentations
Required Education And Experience
Each applicant must satisfy one of the following qualification options:
Other Requirements
Possession of a valid Driver's License may be required.
Military Education & Experience Evaluation
Military education and experience may be substituted for college level course work at the lower and upper division baccalaureate and graduate levels and apprenticeship training at the vocational certificate level on a case by case basis based on the American Council on Education (ACE) Military Guide recommendations. Candidates must attach their Joint Services Transcripts evaluated by the American Council on Education (ACE) if they would like military course work to be considered as part of the application review. Please follow the link below for additional information.
https://www.dantes.doded.mil/EducationPrograms/get-credit/creditmilitary.html
Working and Physical Conditions
Environmental Conditions: Office environment; exposure to computer screens; possible exposure to outside and inside working conditions; working closely with others; maybe required to work alone and unsupervised; may be exposed to excessive noise and moving objects/ vehicles; may be required to work irregular hours.
Physical Conditions: Duties require maintaining physical condition necessary for sitting, standing, and walking for prolonged periods of time; may require light to moderate lifting, reaching, pulling, and carrying; manual dexterity and audiovisual and linguistic acuity required.
Probationary Period: N/A
Supervision Exercised: Exercises technical and functional supervision over professional, technical and clerical personnel.
HR Contact: gustavo.rodriguez@cincinnati-oh.gov
The below information is solely intended as a summary of the benefits available and is subject to change. Not all benefits listed are available for every position. Benefits can vary depending on applicable labor agreements and/or salary plan. For specific questions, contact the HR Contact indicated on the Job Posting.
The City of Cincinnati offers its employees competitive salaries and a comprehensive benefit package designed to actively attract and retain quality employees' to add additional value to the City of Cincinnati's workforce. A summary of these benefits for full-time employment is listed below. This is a general listing of benefits for all employees and is not intended to be a comprehensive listing for all bargaining units.
The City offers a variety of training programs, ranging from job-specific skills such as computer and equipment instruction, to helping supervisors improve their management techniques.
Equal Employment Opportunity
The City of Cincinnati is dedicated to providing equal employment without regard to race, gender, age, color, religion, disability status, marital status, sexual orientation or transgendered status, or ethnic, national or Appalachian origin, or on the basis of any other category protected under federal, state and local laws.
Holidays
The City of Cincinnati has 11 paid holidays annually that include:
New Year's Day
Martin Luther King Day
President's Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Veterans' Day
Thanksgiving Day
Day after Thanksgiving
Christmas
Health Insurance
The City of Cincinnati 80/20 offers 3 medical plans to all full time City of Cincinnati employees and eligible dependents: the 80/20 PPO medical plan, the HDHP medical plan with an HSA contribution, and a Health Reimbursement Arrangement for those enrolled on another non-city eligible group plan.
Eligible Dependents Include
Legal Spouse or Equal Partner
Child (natural child, adopted child, and/or child who the group has determined is covered under a "Qualified Medical Child Support Order")
Step-child
Child for whom the employee or employee's spouse/equal partner is a legal guardian
Basic Life Insurance
A $50,000 Basic Life Insurance policy is paid for by the City for certain eligible employees. Full time employees not eligible for the City-paid basic life insurance policy are generally provided a similar benefit through their union group.
Supplemental Life, Long Term Disability, Accident & Critical Illness Insurance
Most full time City employees are eligible to participate in a supplemental life insurance program, a long term disability plan, and accident and critical illness insurance programs at their own expense. Premiums are determined by age, amount of coverage, and various additional factors.
Flexible Benefits Plans
Healthcare Flex Spending Account
City employees can participate in the Healthcare Flex Spending Account that can be used to pay out-of-pocket medical, prescription, dental, and vision care expenses for employees and family members.
Dependent Care Flex Spending Account
City employees can participate in a Dependent Care Flex Spending Account that can be used to pay work-related dependent care expenses. Participants can set aside money each year through pre-tax payroll deductions to pay for these expenses.
Transportation Expense Reimbursement Account
City employees can participate in a Transportation Expense Reimbursement Account (TERA) that can be used to reimburse expenses related to traveling to and from work. Participants can set-up a pre-tax payroll deduction up to an IRS regulated amount.
Healthy Lifestyles Program
City employees can voluntarily participate in a wellness incentive program that encourages and rewards employees and their spouses/equal partners for making positive choices for better health. The City of Cincinnati will contribute up to $300/year to a Health Reimbursement Account for each the employee and their spouse/equal partner for meeting specified program goals. These dollars can be used to offset qualified out-of-pocket medical expenses.
Integrated Health Reimbursement Arrangement (HRA)
This is a voluntary program that serves as an alternative healthcare option to traditional medical plans. If you have alternate group health coverage available to you through a spouse, equal partner, another job, or a non-city retirement plan, you may be eligible for this plan which reimburses you for the difference in premiums between the plans and your covered out of pocket expenses on the other plan.
Retirement Plan
The City provides a defined benefit pension plan for part-time and full-time employees. New hires and re-hired employees are required to participate in the City of Cincinnati's Retirement System (CRS), regardless of previous participation in an Ohio State pension system or any another state or federal pension system. CRS is funded by employer and employee contributions, and investment returns from plan assets. CRS provides retirement and health care benefits subject to eligibility requirements. The following groups are excluded from participation in CRS: Mayor and Members of City Council; Sworn Police & Fire; Police Recruits; and Rehired Ohio Police & Fire Retirees.
Deferred Compensation
As an Ohio government employer, the City offers employees the ability to participate in a 457(b) tax-deferred retirement savings plan. The City makes an annual match to your 457(b) of up to $750, or as otherwise specified in applicable regulations and union contracts.
01
Which best describes your highest level of education completed?
Do you possess an Associate's degree (or college credit equivalent) in English composition, business, law, economics, finance, human resources, psychology, sociology, business administration, public administration, information processing, accounting, or a related field?
Do you possess a Bachelor's degree or higher in English composition, business, law, economics, finance, human resources, psychology, sociology, business administration, public administration, information processing, accounting, or a related field?
Please list your degree or equivalent number of college credits (including field). If none, type "n/a."
05
How many years of professional experience do you have in an equivalent classification/role?
Have you previously worked in the City of Cincinnati's Department of Community and Economic Development?
Do you understand and acknowledge this is an unclassified position with the City of Cincinnati? Unclassified positions are exempt from examination and do not have appeal rights to the Civil Service Commission.
This Senior Administrative Specialist (Unclassified) position is housed within the Department of Opportunity and Resident Services (DORS).
The focus of DORS is "Creating economic opportunity and economic empowerment for City residents, particularly residents in need or that have been historically disadvantaged, by providing services to homeowners, tenants, small business owners and entrepreneurs, as well as residents experiencing homelessness."
Some Areas Of Focus Include
- Workforce and small business support
- Homeownership and renter support
- Homelessness
- Human services
Minimum Qualifications (KSAs)
(Illustrative only. Any one position may not require all of the listed KSAs nor do the listed examples include all the KSAs which may be required.)
Knowledge Of
Standard English, grammar and usage; standard correspondence and report formats.
Principles of quantitative and qualitative analysis; principles of financial analysis; budget preparation and administration; accounting principles.
Management and administration of federal grant monies; the City's procurement process and requirements; general contract language and law.
Pertinent City, state and federal laws, codes and regulations; municipal legislative process.
Civil Service Rules; City Human Resources Policies and Procedures; EEO, ADA, Affirmative Action; union contracts; and other technical procedural materials related to departmental business.
Conflict resolution techniques; negotiation techniques. Principles and practices of human resource management; lead supervision and training; business processes and best management practices.
Skill To
Manage staff to accomplish work objectives.
Establish work priorities.
Operate copy machines, printers, scanners, fax machines, office phone, smart phone, computer, laptop, and iPad.
Utilize Microsoft Office products including Word, Excel, PowerPoint, and Outlook, Adobe Pro, and various applications such as CHRIS, CFS, CBS and Sharepoint.
Ability To
Assign, direct and evaluate the work of subordinate staff; supervise subordinate staff.
Process complex information while maintaining attention to detail; perform complex analyses of
problems and formulate solutions to such problems.
Communicate clearly and concisely, both orally and in writing.
Make decisions based on data analysis and observation; demonstrates strict adherence to rules and regulations.
Interpret, explain and apply pertinent City, state and federal laws, regulations, ordinances, policies and procedures; interpret and apply rules of contract compliance.
Apply various criteria to evaluate contract bids and recommend selections.
Maintain confidentiality of City information.
Conduct investigations as appropriate.
Resolve disputes; negotiate compromises; handle grievances; negotiate union contract agreements.
Prioritize multiple duties and manage time related to assigned area of responsibility.
Take on new or additional work responsibilities and challenges; excel at tasks that require a strong focus on detail and a need for thoroughness.
Become highly specialized in area relevant to department.
Establish and maintain effective working relationships with those contacted in the course of work; recognize and respond to the needs of others and cultivate a supportive environment.
Operate assigned vehicle in performance of job duties (as required).
Utilize Microsoft Office e suite applications or equivalent productivity/professional software (must have strong skills in word processing, presentation development, and use of spreadsheets)
Examples Of Work Performed
(Illustrative only. Any one position within this classification may not include all of the duties listed nor do the listed examples include all of the tasks which may be performed.)
Analyze and prepare operating and capital budgets; develop and monitor assigned budgets; read and evaluate appropriate financial statements; maintain appropriate financial records.
Coordinate departmental responses to City Council motions and referrals; provide technical expertise and advice to City Council, City administrators and other groups as requested.
Advise division heads, superintendent, and directors on how to handle administrative situations concerning personnel, budgets, contracts, etc.
Interpret Personnel Policies and Procedures, labor agreements, and Civil Service Rules to employees.
Keep director informed on important issues, policy changes, etc., verbally or through memos or reports.
Serve as a liaison with other divisions/departments/unions (legal, EEO or Civil Service) regarding personnel matters, such as contracts, grievances, disciplinary cases and handling complaints.
Write memos and reports of various kinds, including: new position requests to appropriate agencies, new information regarding policies to employees, personnel reports, responses to inquiries from the City Manager, correspondence to Director, etc.
Review and establish department performance goals with managers.
Analyze work procedures and recommend changes for more effective operations.
May represent the department/division to outside agencies and work with them on projects; acts as a liaison to external groups.
May be assigned to supervise a technical work program or section, or other functional unit in the agency.
May be assigned to perform specific technical tasks reporting directly to the agency head, or to coordinate technical activities or projects involving more than one work program or section.
May draft or review drafts of legislation affecting the agency's activities or responsibilities.
Develop and implement policies and procedures, written programs for job aids, and SOPs; act as a records custodian.
Conduct human resource activities, such as performance evaluations and hiring.
Perform other tasks related to the management of assigned programs, policies and procedures as needed.
Design, develop, and deliver presentations
Required Education And Experience
Each applicant must satisfy one of the following qualification options:
- Have three years of experience in an equivalent classification and have a Bachelor's degree in English composition, business, law, economics, finance, human resources, psychology, sociology, business administration, public administration, information processing, accounting, or a related field;
- Have five years of experience in an equivalent classification and have successfully completed an Associate's degree or the equivalent number of college credits in the above named courses.
Other Requirements
Possession of a valid Driver's License may be required.
Military Education & Experience Evaluation
Military education and experience may be substituted for college level course work at the lower and upper division baccalaureate and graduate levels and apprenticeship training at the vocational certificate level on a case by case basis based on the American Council on Education (ACE) Military Guide recommendations. Candidates must attach their Joint Services Transcripts evaluated by the American Council on Education (ACE) if they would like military course work to be considered as part of the application review. Please follow the link below for additional information.
https://www.dantes.doded.mil/EducationPrograms/get-credit/creditmilitary.html
Working and Physical Conditions
Environmental Conditions: Office environment; exposure to computer screens; possible exposure to outside and inside working conditions; working closely with others; maybe required to work alone and unsupervised; may be exposed to excessive noise and moving objects/ vehicles; may be required to work irregular hours.
Physical Conditions: Duties require maintaining physical condition necessary for sitting, standing, and walking for prolonged periods of time; may require light to moderate lifting, reaching, pulling, and carrying; manual dexterity and audiovisual and linguistic acuity required.
Probationary Period: N/A
Supervision Exercised: Exercises technical and functional supervision over professional, technical and clerical personnel.
HR Contact: gustavo.rodriguez@cincinnati-oh.gov
The below information is solely intended as a summary of the benefits available and is subject to change. Not all benefits listed are available for every position. Benefits can vary depending on applicable labor agreements and/or salary plan. For specific questions, contact the HR Contact indicated on the Job Posting.
The City of Cincinnati offers its employees competitive salaries and a comprehensive benefit package designed to actively attract and retain quality employees' to add additional value to the City of Cincinnati's workforce. A summary of these benefits for full-time employment is listed below. This is a general listing of benefits for all employees and is not intended to be a comprehensive listing for all bargaining units.
The City offers a variety of training programs, ranging from job-specific skills such as computer and equipment instruction, to helping supervisors improve their management techniques.
Equal Employment Opportunity
The City of Cincinnati is dedicated to providing equal employment without regard to race, gender, age, color, religion, disability status, marital status, sexual orientation or transgendered status, or ethnic, national or Appalachian origin, or on the basis of any other category protected under federal, state and local laws.
Holidays
The City of Cincinnati has 11 paid holidays annually that include:
New Year's Day
Martin Luther King Day
President's Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Veterans' Day
Thanksgiving Day
Day after Thanksgiving
Christmas
Health Insurance
The City of Cincinnati 80/20 offers 3 medical plans to all full time City of Cincinnati employees and eligible dependents: the 80/20 PPO medical plan, the HDHP medical plan with an HSA contribution, and a Health Reimbursement Arrangement for those enrolled on another non-city eligible group plan.
Eligible Dependents Include
Legal Spouse or Equal Partner
Child (natural child, adopted child, and/or child who the group has determined is covered under a "Qualified Medical Child Support Order")
Step-child
Child for whom the employee or employee's spouse/equal partner is a legal guardian
Basic Life Insurance
A $50,000 Basic Life Insurance policy is paid for by the City for certain eligible employees. Full time employees not eligible for the City-paid basic life insurance policy are generally provided a similar benefit through their union group.
Supplemental Life, Long Term Disability, Accident & Critical Illness Insurance
Most full time City employees are eligible to participate in a supplemental life insurance program, a long term disability plan, and accident and critical illness insurance programs at their own expense. Premiums are determined by age, amount of coverage, and various additional factors.
Flexible Benefits Plans
Healthcare Flex Spending Account
City employees can participate in the Healthcare Flex Spending Account that can be used to pay out-of-pocket medical, prescription, dental, and vision care expenses for employees and family members.
Dependent Care Flex Spending Account
City employees can participate in a Dependent Care Flex Spending Account that can be used to pay work-related dependent care expenses. Participants can set aside money each year through pre-tax payroll deductions to pay for these expenses.
Transportation Expense Reimbursement Account
City employees can participate in a Transportation Expense Reimbursement Account (TERA) that can be used to reimburse expenses related to traveling to and from work. Participants can set-up a pre-tax payroll deduction up to an IRS regulated amount.
Healthy Lifestyles Program
City employees can voluntarily participate in a wellness incentive program that encourages and rewards employees and their spouses/equal partners for making positive choices for better health. The City of Cincinnati will contribute up to $300/year to a Health Reimbursement Account for each the employee and their spouse/equal partner for meeting specified program goals. These dollars can be used to offset qualified out-of-pocket medical expenses.
Integrated Health Reimbursement Arrangement (HRA)
This is a voluntary program that serves as an alternative healthcare option to traditional medical plans. If you have alternate group health coverage available to you through a spouse, equal partner, another job, or a non-city retirement plan, you may be eligible for this plan which reimburses you for the difference in premiums between the plans and your covered out of pocket expenses on the other plan.
Retirement Plan
The City provides a defined benefit pension plan for part-time and full-time employees. New hires and re-hired employees are required to participate in the City of Cincinnati's Retirement System (CRS), regardless of previous participation in an Ohio State pension system or any another state or federal pension system. CRS is funded by employer and employee contributions, and investment returns from plan assets. CRS provides retirement and health care benefits subject to eligibility requirements. The following groups are excluded from participation in CRS: Mayor and Members of City Council; Sworn Police & Fire; Police Recruits; and Rehired Ohio Police & Fire Retirees.
Deferred Compensation
As an Ohio government employer, the City offers employees the ability to participate in a 457(b) tax-deferred retirement savings plan. The City makes an annual match to your 457(b) of up to $750, or as otherwise specified in applicable regulations and union contracts.
01
Which best describes your highest level of education completed?
- High School Diploma or GED
- Some College
- Associate's degree
- Bachelor's degree
- Master's degree
- Doctoral Degree
- None of the above
Do you possess an Associate's degree (or college credit equivalent) in English composition, business, law, economics, finance, human resources, psychology, sociology, business administration, public administration, information processing, accounting, or a related field?
- Yes
- No
Do you possess a Bachelor's degree or higher in English composition, business, law, economics, finance, human resources, psychology, sociology, business administration, public administration, information processing, accounting, or a related field?
- Yes
- No
Please list your degree or equivalent number of college credits (including field). If none, type "n/a."
05
How many years of professional experience do you have in an equivalent classification/role?
- None
- Some, less than 1
- At least 1, less than 2
- At least 2, less than 3
- At least 3, less than 4
- At least 4, less than 5
- At least 5, less than 6
- At least 6
Have you previously worked in the City of Cincinnati's Department of Community and Economic Development?
- Yes
- No
Do you understand and acknowledge this is an unclassified position with the City of Cincinnati? Unclassified positions are exempt from examination and do not have appeal rights to the Civil Service Commission.
- Yes, I acknowledge and understand.
- Required Question