Administrative Specialist

This is complex and difficult non-sworn clerical work in the Field Operations Division. Date Updated 03-08-2018 Work involves the independent performance of complex clerical duties which require judgment based on knowledge acquired through experience.

Work includes considerable contact with staff of other departments, agencies, and with members of the public. The work requires the exercise of considerable initiative, independent judgment and discretion in the performance of duties. Work is reviewed for the achievement of desired results and adherence to established procedures and policies.

Duties and Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Checks, and proofreads correspondence, memoranda, manuscripts, minutes, technical, administrative reports, and other material
• Types memos, correspondence, and reports
• Creates moderately complex spreadsheets
• Prepares requisitions to order equipment and supplies
• Maintains and reconciles a city procurement card used to purchase equipment and supplies
• Coordinates department Ride-along program
• Sorts, screens and processes all division incoming mail
• Answers divisional telephone and assist with answering citizen inquiries requiring information of routine police policies, rules, and regulations
• Acts as Field Operations Division secretary, meets the public, provides information about the application process for employment as either a sworn or civilian employee of the department, and schedules appointments
• Creates and maintains relatively complex and classified file materials
• Maintains a variety of complex records
• Maintains records of division purchases
• Acts as liaison between other divisions and departments within the city and the Field Operations District Staff Support Specialists
• Prepares division budget and monitors budget balances during fiscal year
• Prepares Personnel Action Forms
• Training of new District Staff Support Specialists
• Verifying District Staff Support Specialists work for completeness and accuracy

Typical Qualifications

Education and Experience:

High School diploma or G.E.D. equivalency; 1 to 3 years’ experience in administrative support, office support, customer service, or related field

OR

Any equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted