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Administrative Specialist, Senior

  • Type:Full-time Classified
  • Salary/Pay Rate:$42,714-$53,932
  • Posted Date:03/15/2017
  • Deadline to Apply:03/30/2017

Administrative Specialist, Senior – Finance and Administrative Services Department

Starting Salary between $42,714 – $53,392

The City of Grand Forks Finance and Administrative Services Department is seeking a qualified individual to perform senior level administrative support duties. Position requires equivalent to an Associates degree in office administration or a related field. Successful applicant will be highly motivated and have a strong bookkeeping background as well as a experience with meeting minutes and general office management duties. Applications are available by clicking here or City Hall, 255 N. 4th St. Grand Forks, ND. Deadline for submitting applications is 5 PM, Thursday, March 30, 2017.    EEO Employer.  

 

ADMINISTRATIVE SPECIALIST, SENIOR

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.  Specifications are not intended to reflect all duties performed within the job.

DEFINITION

 To perform a wide variety of responsible and complex administrative, secretarial and clerical duties in support of a Department Head requiring understanding of complex policies, processes or technical systems; serves in an office administrative manager capacity; operates with a high degree of independence; exercises independent judgment and refers only highly unusual or technical problems to department head; assists department head with strategic planning; performs budget/accounting responsibility, monitors expenditures and performs grant development, research, administration and reporting; performs complex timekeeping and payroll processing. Develops and implements office procedures.

DISTINGUISHING CHARACTERISTICS

Fourth level in four level series. Performs complex administrative support for department head and operates              with a high degree of independence in an office manager capacity; performs high level of financial management and budget responsibility; performs grant application, administration, development, research, budgeting, monitoring and grant reporting. Ability to express Department head position on issue or topic.Assigns and prioritizes work of lower level clerical staff.

SUPERVISION RECEIVED AND EXERCISED

 Receives direction from department head. May exercise direct supervision over lower level clerical staff.

 

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

1. Perform a wide variety of responsible and complex administrative, secretarial and clerical duties in support of a Department Head requiring understanding of complex policies, processes or technical systems; serves in an office administrative manager capacity; operates with a high degree of independence; exercises independent judgment and refers only highly unusual or technical problems to department head; may assist department head with strategic planning. Develops and implements office procedures.

2. Provide significant support in the preparation and administration of the department budget and accounting; monitors expenditures, including budget transfers and amendments, reviewing and processing purchase requisitions and purchase orders; recommend modifications or adjustments, as appropriate. Perform accounts receivable and accounts payable functions and prepares and verifies and makes deposits. 

3. Performs significant grant application, development, research, administration and reporting; Performs complex timekeeping and payroll processing functions. Receives and maintains time cards and other personnel information; prepares and enter employee hours for payroll; verify accuracy of edit lists and  reviews information for accuracy and completeness; maintains high level of confidentiality.

4. Performs highly complex, independent research and special projects; researches and composes comprehensive reports; provides analysis and recommendations. Assist in a variety of department operations; Prepares statistical records and reports on activities and operations. 

5. Maintain department filing systems and records; develop and implement filing systems; modify systems, as   appropriate. Screen office and telephone callers; provide office clerical assistance; providing significant information; respond to and resolve complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities.

6. Attends a variety of meetings; prepare and compile agenda packets; take and prepare minutes, coordinate meeting and disseminate information; May represent and express Department Head position on particular issues or topics; Independently compose correspondence; Provide clerical support services for Department Head

7. Monitor workload, work activities, priorities and deadlines. Receive, screen, sort and distribute mail; prepare outgoing mail and special packages; perform a variety of record keeping and retention duties.

8. Oversee, assign, coordinate and review the work of assigned clerical staff; direct workflow; ensure compliance with departmental guidelines, policies and procedures.

Marginal Functions:

1. Operate a variety of office equipment including copiers, facsimile machine and computer; input and retrieve data and text; organize and maintain disk storage and filing; Order and maintain inventory of office supplies; maintaining income debts and credits.

2. Perform related duties and responsibilities as required.

QUALIFICATIONS (Knowledge, Skills and Abilities)

Knowledge: Business letter writing and basic report preparation techniques; Modern office procedures, methods and computer equipment; Organization, procedures and operating details of assigned department or division; Principles and procedures of record keeping; Advanced accounting methods and techniques; Grant writing and reporting methods and techniques; Methods and techniques of minute taking and preparation; Principles and procedures of financial record keeping and reporting; Methods and techniques of data entry; Principles of supervision, training and performance evaluation; English usage, spelling, grammar and punctuation.

Skills: Communicate clearly and concisely, both orally and in writing; Establish and maintain effective working relationships with those contacted in the course of work; Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties; Maintain mental capacity, which allows for effective interaction and communication with others; Maintain physical condition appropriate to the performance of assigned duties and responsibilities.

Abilities: Perform difficult administrative support services; Interpret, explain and enforce department, division or City policies and procedures; Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative; Understand the organization and operation of the City and County and of outside agencies as necessary to assume assigned responsibilities; Independently prepare correspondence and memoranda; Perform routine and complex mathematical calculations; Meet schedules and time lines; Plan, organize and schedule office support priorities and functions; Take and transcribe dictation, if required by assigned position, at a speed necessary for successful job performance; Respond to requests and inquiries from the general public and employees; Type at a speed necessary for successful job performance; Work independently in the absence of supervision; Prepare and maintain confidential records and reports; Operate and use modern office equipment including a computer;  Plan, organize and schedule office support priorities and functions.

 

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

            Experience:

            Four years of increasingly responsible secretarial experience.

 

            Training:

            Equivalent to an Associates degree in office administration or a related field.

 

            License or Certificate:

            Possession of, or ability to obtain a valid driver's license.

WORKING CONDITIONS

Environmental and Physical Conditions:

Office environment; works with computers; Essential and marginal functions require maintaining physical condition necessary for sitting for prolonged periods of time; light lifting.

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