What are the responsibilities and job description for the Administrative Specialist position at Racine?
JOB REQUIREMENTS: 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. 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 i 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.
\*\*\*\*\* OTHER EXPERIENCE AND QUALIFICATIONS: 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. \*\*\*\*\*
APPLICATION INSTRUCTIONS: Apply Online:
https://www.governmentjobs.com/careers/racinewi/jobs/5151554/administrative-specialist?pagetype=jobOpportunitiesJobs
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. 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 i 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.
\*\*\*\*\* OTHER EXPERIENCE AND QUALIFICATIONS: 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. \*\*\*\*\*
APPLICATION INSTRUCTIONS: Apply Online:
https://www.governmentjobs.com/careers/racinewi/jobs/5151554/administrative-specialist?pagetype=jobOpportunitiesJobs