Administrative Specialist

Full Job Description

MOS Codes:

Requirements

Under immediate supervision, perform a variety of general clerical tasks and functions. 

Qualifications

Assist with the preparation of routine documents and correspondence for review and approval. Involves: Use office equipment to create basic documents, correspondence, memoranda, forms and certificates.

Prepare agendas, schedules and any informational material as required to meet assigned deadlines. Review, enter, and verify data. Maintain records and files, databases and other record keeping sources.

Establish and maintain a filing system. Assist in the maintenance and organization of department operational procedures.

Communicate with customers, employees, and other individuals. Involves: Greet and assist City personnel, officials and the public in person and over the telephone.

Exercise proper telephone etiquette and respond to inquiries in a professional manner. Take messages and forward inquiries to the appropriate party. May operate a multi-line telephone system.

Assist staff with several aspects of public relations and event coordinating, including social media. Involves: Assist in outreach strategies and activities.

Assist in the design, production, and distribution of invitations, notices, newsletters and other print or electronic material. Mail out event invitations, letters and other documents as required.

Coordinate staff meetings, events, and department activities. Update and maintain calendar and meeting schedule. Update, moderate, and maintain social media.

Perform a variety of related office support functions. Involves: Maintain inventory and order office supplies, prepare payroll documents, invoice forms and other administrative records.

Receive and convey information within area of responsibility. Receive and sort mail, interoffice correspondence, packages and other communications.

Maintain appropriate level of confidentiality when distributing all communications.

Additional Information

For complete job specification, click here.

Note: Applicants are encouraged to apply immediately. This position will close when a preset number of qualified applications have been received.

A résumé and/or other documents will not be accepted in lieu of a completed application. Comments such as “See résumé” are not acceptable and will result in the application being considered incomplete.

To qualify for this position, the required education, experience, knowledge, and skills must be clearly stated on your application’s employment history. We do not use any information on your resume to review if you meet the minimum qualifications for this position.

Failure to fully detail all experience and job duties in the application, or copying/pasting directly from the job specification, or responses referring to your résumé will eliminate you from consideration for the position.

Note: This is an unclassified contract position.