Administrative Specialist

Position Purpose

Within the Department of City Development, this position ensures the daily needs of the Department are met. This position requires a strong background related to purchasing, procurement, budgeting, and accounting. The main function of this position is to provide support for each of the Department’s six divisions, the Director, and Assistant Director. The Administrative Specialist assists the Department Leadership in monitoring progress on departmental goals and objectives. The position serves as the primary department contact for the Department of Customer Service/City Clerk and is the main point of contact for those reaching out to the Department of City Development Leadership.Essential Duties

• Supports the workflow of the following for the six divisions within the department:
• Maintains a department calendar by tracking all deadlines and projects.
• Processes requests for requisitions, and payment of invoices using MUNIS Financial Software.
• Ordering routine supplies, special or custom orders of goods/services as requested,
• Coordinates deliveries, pickups, and similar functions related to mail and freight delivery including sorting for the department.
• Scheduling and coordinating travel arrangements for trainings and conferences.
• Scheduling and organizing departmental functions for team building and professional development.
• Helps or assists on other projects and assignments as assigned to support the work of the Department.
• Serves as the primary contact with the Department of Customer Service/City Clerk for issues and matters of the Department of City
• Development, routing inquiries to the appropriate Division Manager/staff as directed.
• Working knowledge of what each of the department’s six divisions is responsible for and routes inquiries accurately to each.
• Additionally, understanding of functions and operations of other City Departments to route other misplaced inquiries and communications.
• Maintains regular and reliable attendance and meets deadlines consistently.
• Assist with special events, community projects, and cross-functional administrative initiatives.
• Enters department requisitions and invoices with accuracy and efficiency.
• Assist with departmental budgeting, track expenditures, process purchase orders or invoices, and credit card statements
• Prepares agendas, minutes, and reports for committee/board meetings and attends meetings as the official recording secretary as requested.
• Manages inventory of office supplies, places and tracks purchase orders and coordinates invoice payments.
• Collects, compiles, and organizes information and documentation to support meetings and discussions involving the Mayor, Common Council Committees, city staff, and the general public.
• Coordinates travel logistics and reimbursements for departmental personnel; ensures compliance with city travel and expense policies.
• Contributes to departmental success by taking on additional duties and responsibilities as appropriate or assigned.
• Assists Department Leadership in the development of presentations and written communication for internal and external audiences.
• Screens calls as directed for Department Leadership and advises of time-sensitive and priority issues, ensuring appropriate follow-up or handles matters personally as appropriate.
• Assists Department Leadership in the planning and implementation of work programs related to departmental procedures and processes.
• Schedules and attends departmental and interdepartmental meetings for Department Leadership and takes notes of discussions.
• Assists Department Leadership and other managers in the development and implementation of the annual budget as directed.
• Performs other tasks as directed by Department Leadership.
  
  

Minimum Qualifications

• High School Diploma or equivalent.
• Experience in assisting internal and external customers for a director/assistant director and leadership team.
• Ability to become a public notary.
• Knowledge of governmental operations and the basic functions of multiple City Departments.
• Knowledge of municipal budgeting, procurement/contracting, and accounting practices.
  
  

Preferred Qualifications

• 5 (five) years of customer service experience
• Knowledge and experience in program development and administration.
• Experience in managing social media accounts.
• Experience in local government Accounting, Budget Management, or Finance or aspects of those functions in duties carried out.
• Experience in local government in the same or a similar role.
• Knowledge of MUNIS, Cityworks,Tolemi, Legistar, and Microsoft Office software programs or the ability to become proficient within 3 months of hire.
  
  

Knowledge, Skills, And Abilities Required

• Critical thinking, quick processing of complex situations, with sound judgement and problem-solving skills.
• The ability to process highly confidential information and relay complex, confusing, and sometimes contradictory information, to Department Leadership.
• Extremely well organized and the ability to multi-task.
• The ability to remain calm, approachable, collected, and in control regardless of the situation or dynamics outside of one’s immediate control.
• Advanced use of professional soft skills daily to help external and internal customers.
• Ability to establish effective working relationships with the public and colleagues through the exercise of good judgment, courtesy, and tact.
• Maintain a consistent, punctual, and reliable attendance record.
  
  

Environment/Conditions of Employment

• Sitting or standing at a desk in an air-conditioned/heated office.
• As directed by Department Leadership, occasional field work outside of the office in warm or cool conditions which are prevailing based on weather conditions of the environment.
• Standing, walking, stooping. Kneeling, crouching, climbing, balancing, bending, twisting; lifting, carrying, pushing/pulling up to a maximum of 25 lbs. Fine motor skills. Sitting for long periods of time.
  
  

This job description is intended to identify essential duties and also illustrates other types of duties that may be assigned. It should not be interpreted as describing all of the duties that will be required of an employee or be used to limit the nature and extent of assignments that an individual is required to perform. In addition to the responsibilities and duties listed, it is expected that employees maintain a consistent and reliable attendance record. Job descriptions are subject to revision at any time at the discretion of the Utility or City of Racine.

The City of Racine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.