Administrative Support Specialist

The General Services Department has 1 immediate openings to support the administration of the department in the role of Administrative Support Specialist.  See below for more details on job duties.

Works independently performing work of moderate difficulty processing department-wide payroll, and other financial transactions; processes accounts payables and/or receivables; processes and tracks purchase orders; monitors and tracks budget expenditures; balances receipts, reconciles accounts, and prepares routine financial reports. Uses independent discretion and judgment in coordinating the administrative operations of the Department. Handles confidential and/or sensitive information requiring the use of discretion and tact. In addition, serves as principal contact to the general public for all telephone and direct personal inquiries, analyzes and assesses resolution, implements internal work orders as appropriate, and bring forward items not readily addressed through existing Department protocols

Customer Service: serves as the first contact for Departmental inquiries; implements internal and external administrative processes; responds to inquiries and assists others in problem resolution; answers the phone; takes messages; helps customers at the counter; opens the mail and forwards it to appropriate divisions.

Payroll: enters, verifies, and manages Department-wide payroll processing; processes annual COLA adjustments; processes annual step increases and annual and sick leave reconciliation, maintains annual and sick balance accruals; processes retroactive or overpayment corrections as needed.
 
Human Resources: prepares and processes Department-wide evaluations and follow-up across contractual and non-contractual units; maintains Department-wide “acting” spreadsheet, distributes new employment postings, processes all Department Personnel Actions (hiring, terminations, acting, promotions); maintains Departmental employee list, time card preparation, distribution and reconciliation. Coordinates with HR all onboarding of new employees and status changes of existing employees, including key management.
 
Insurance Claims: Departmental liability, vehicle, and property claim processing, Workers compensation claim management, serves as a guest to the Joint Loss Management Committee
 
Employee recruitment: Sets up interviews, collects all background paperwork and hiring paperwork, Schedules Pre-employment physicals, processes personnel actions for hires, conducts motor vehicle and background checks for non-fulltime employees, coordinates uniform procurement, coordinates CDL drug-testing protocols with Designated Employer Representative, serve as Department liaison with Human Resources for all HR paperwork.
 
General Billing: handles billing of Downtown Solid Waste Management District – Calculation and Billing, City Carts, Multifamily MSW and Recycling, School District MSW and Recycling, Solid Waste Commercial Tonnage, Wastewater Leachate, Septage, Arena ice rental, advertising, and all other miscellaneous billing throughout the month for accidents, inter-municipal lab testing, school district salt and sand use. Billing for annual department leases and rental agreements. Prepares annual billing for curbing customers and associated payment processing
 
Accounts Payable: Weekly accounts payables for General Services recurring payables; mileage reimbursements; Cell Phone Bills; advance mailing services; and payment voucher processing.

Receipt of goods: Enters vendor numbers and prepares and posts invoices; reconciles accounts to appropriate reports
 
Prepares requisitions, purchase orders, and change orders; verifies purchase orders to requisition and payment vouchers to assure accuracy; contacts vendor if order received is incorrect pricing or item. Receipting of Services for Department-wide purchase orders/invoices

Handles CIP payment processing and reconciliation

Manages miscellaneous scrap recycling payments
 
Manages Customer Advance Payments 
 
Processes daily mail to include City Hall runs and distributes as appropriate.
 
Makes journal entries and performs other routine bookkeeping duties. Updates computer data from time sheets, invoices, requisitions, change orders, and journal entries
 
Maintains recycling bin inventory
 
Gathers and summarizes financial information to prepare reports and provide information for budget preparation or monitoring. Sets up and maintains alphabetic and numeric files so that documents can be filed and retrieved in an orderly fashion. Maintains specialized funds and billing data every month. Receives orders; verifies for accuracy; maintains accurate inventory of office supplies, printed supplies, etc.

May conduct cash transactions with the public, such as sales, refunds, and fee collections.
 
In the event of a qualifying absence of the Office Manager, may serve and be compensated in an “Acting” role
 
Performs other related duties as assignedEducation and Experience:
 
High school diploma or GED; and,
 
Two to three years of related accounting/clerical experience 
 
Working collaboratively with the general public, or
 
Any combination of education, training, and experience that provides the required knowledge, skills, and abilities needed for the job.

MATERIAL AND EQUIPMENT USED:
Personal Computer and/or Terminal Calculator
Multi-line Telephone Fax Photocopier      

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:
Basic mathematical computations, including adding, subtracting, multiplying, and dividing.
Basic bookkeeping procedures.
General office policies and procedures.

Skill in:
Ability to perform a variety of task simultaneously,
Dealing courteously and diplomatically with the general public,
Ability to defuse confrontational communication
Ability to manage and operate computer software programs
Performing basic mathematical computations, such as adding, subtracting, multiplying, and dividing.
Applying basic bookkeeping procedures to financial operations.
Compiling and organizing information for report preparation.
Communicating effectively, orally and in writing.
Operating various office equipment.
Entering and retrieving information using a computer.
Typing at 30 wpm.
Filing documents in alphabetic or numeric order.

Mental and Physical Abilities to:

Establish and maintain effective working relationships with others.

Understand and carry out written and oral instructions.

Perform duties while typically sitting at a desk or table or while intermittently sitting, standing, or stooping.

Occasionally lift light and heavy objects.

Working Conditions:

Work is performed in an office.

This class specification should not be interpreted as all inclusive.  It is intended to identify the essential functions and requirements of this job.   Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.  Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).   Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

Salary : $53,040 - $61,506