Administrative Specialist

• Provide responsible and highly complex administrative work with a significant degree of independent accountability in support of a department's functions and processes; plan, organize, and coordinate activities to assist department managers.
• Plans, directs and coordinates the work for assigned functions; assigns projects and program areas of responsibility; provides direction and supervision on key projects; reviews and evaluates work methods and procedures; and meets with key staff to identify and resolve problems.
• Perform department liaison functions; communicate with various groups to provide detailed information of department and program policies and procedures; receive calls and tactfully handle inquiries regarding department functions and responsibilities; research and respond to requests; organize and assist with activities, special projects, meetings, Commissions, Committees, and workshops.
• Trains staff on office policies and procedures and use of department forms; prioritizes and schedules duties and assignments; provides backup support to other department administrative support staff.
• Schedule, attend, and operate a variety of meetings; prepare and compile agenda packets; take and prepare minutes; present or disseminate information as appropriate; manage and coordinate special events; maintain multiple calendars.
• Plan, direct, design, create, and edit a variety of documents, including detailed and often confidential correspondence, letters, forms, logs, spreadsheets, presentations, agendas, reports, memoranda, procedural manuals, draft regulations, statistical charts, memos, lists, forms, schedules, flyers, and event materials. 
• Create, develop, maintain, and update specialized and custom forms, databases, logs, files, records, and reports to support technical work processes in areas of assigned responsibility; design, develop, and maintain spreadsheets requiring data interpretation and manipulation.
• Receive timecards and other personnel information; review information for accuracy and completeness; process payroll; maintain confidentiality.
• Create and manage website content; independently compose communication related to assigned responsibilities.
• Provide information on City or departmental policies and procedures; provide front counter assistance including providing information; respond to and resolve sensitive complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities. 
• Research and compile data for specialized reports and special projects; ensure data accuracy; compile and prepare reports.
• Organize and maintain accurate and detailed databases, files, and records; verify accuracy of the information and research discrepancies; ensure compliance with established records retention schedules.
• Maintain and order office supplies; research and recommend new vendors, products, and software; troubleshoot and train users in department applications, processes, and city administrative policies as needed.
• Provide support and work with department staff to prepare project and technical specifications and scopes of work as well as project cost and time estimates; create, manage and update contracts and request for proposals (RFP’s); ensure compliance with procurement procedures, verify that contractors meet City requirements, and prepare staff reports with recommendations.
• Manage and prepare contracts; ensure compliance with procurement procedures; maintain, develop, and implement department filing systems and records; modify systems as appropriate; 
• Manage, direct, audit, and maintain records and electronic systems; input and retrieve data and text; run and analyze complex reports; organize and maintain office storage and filing.
• Provide significant support in the preparation and administration of the assigned department budget; monitor against expenditures including reviewing and processing purchase requisitions and purchase orders; recommend modifications or adjustments as appropriate; manage bookkeeping, financial, and/or cost records.
• Research, summarize, and interpret data from various sources and prepares a variety of reports according to established procedures and practices; submit reports to various local, state, and federal regulatory agencies.
• Perform technical accounting and financial support work such as monitoring budgets and accounts, maintaining petty cash, and processing purchase orders, payment vouchers, check requests, and invoices.
• Assist management in performing and conducting studies and special projects; collect and compile data; prepare draft reports; make recommendations for changes in departmental administrative procedures, policies, and programs. 
• Responsible for grant writing; create, review, and research grants in compliance with federal, state, and other funding agencies and City accounting and reporting requirement, as applicable laws, regulations, and statutes. 

• May serve as recording secretary and provides staff support for assigned boards, committees, and commissions; prepares, posts, and distributes public hearing notices, agendas, and informational packets; coordinates meeting logistics and room set-ups; attends meetings; takes and transcribes minutes and processes action items; prepares and posts public and legal noticing related to board, committee, and commission actions.
• Perform related duties and responsibilities as required.

• Five (5) years of increasingly responsible administrative and secretarial experience, preferably with the past three (3) years working for a Department Head or executive is required.  
• Recent (within the last 2 years) experience in a public sector or similar environment (Public sector agency includes State, County, School, or City Government, Law Enforcement, or other Public Sector Agency) is preferred. 

• High School Diploma or equivalent education required.
• Proficiency in Microsoft Office (Microsoft Word, Excel, Access, Outlook, and/or PowerPoint) is preferred.

• Possession of, or ability to obtain, a valid California Driver License with a satisfactory driving record (a driving record may be deemed unsatisfactory for any of the following reasons: three or more moving violations or reportable accident within the last three years; conviction of driving under the influence within the last five years) is required.
• Possession of, or ability to obtain, an Airport Security Identification Display Area (SIDA) Badge, which is approved through the Federal Transportation Security Administration (TSA) may be required.

• Incumbent will be enrolled in the California Department of Motor Vehicle (DMV) Pull Notice Program. The DMV Pull Notice Program provides information on the incumbents driving record and driving record status on a periodic basis to the City.
• Must successfully complete a pre-employment background investigation, physical, and drug screen.

Salary : $5,945 - $7,989