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The purpose of this job is to provide advanced administrative support to assigned city departments and divisions, including training or coordinating work of others. Develops reports and enters financial and other information into related systems.

Responsibilities

Provides customer service in person, via phone, and in writing.
Provides financial administrative support for department. Monitors budget, maintains inventory, and ensures adherence to city policies and ordinances. May assist and support contract and grant management.
Conducts compliance monitoring and reporting.
Provides varied and complex administrative office support to department and staff.
Serves as liaison to designated departments.
Coordinates travel and trainings for staff.
Organizes, plans, attends, and documents meetings and events.
Opening and closing office or facilities for business.
Guides and trains staff on processes and software.
Creates and maintains records in accordance with rules and regulations. Responds to records requests.
Utilizes a variety of software and web-based systems.
Regular attendance is a necessary and essential function.
Performs other duties as assigned.

Work may require providing advice to others outside direct reporting relationships on specific problems or general policies. Contact may require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.
Interactions have limited impact on the organization in terms of time, money, or public/employee relations.

Experience Requirements

Education and Experience

High school diploma or equivalent.
3 to 5 years’ experience in administrative support, customer service, and/or records/fiscal administration

Licenses or Certifications

Depending on assignment, may require department specific certification.
Valid driver’s license or reliable transportation to travel to events, meetings, etc.

Knowledge of:

Basic business English usage, including the meaning and spelling of words, rules of composition, and grammar.
Office practices and administrative procedures, records management, and administration techniques and procedures.
Financial record keeping practices and/or inventory control methods.
Grant and contract administration processes and procedures.
Common business software applications such as Microsoft Office.

Skill in:

Communicating verbally and in writing to meet the needs of the audience.
Applying active listening and asking questions for understanding.
Collecting, organizing, and analyzing complex and/or technical data.
Creating and maintaining detailed and accurate records.
Typing and/or data entry with minimal errors.

Ability to:

Recognize, analyze, and solve a variety of problems.
Handle difficult and stressful situations with professional composure and maintain effective interpersonal relationships.
Provide high levels of effective customer service.
Monitor budget and work within the constraints of that budget.
Exercise sound judgment in making critical decisions.
Train others.
Regularly use a computer, software, phone and related office equipment.
Focus on tasks.

DISTINGUISHING CHARACTERISTICS:

Level II is the highest, non-supervisory classification in the Administrative Support job family. Incumbents in this level may assist in coordinating the work of other administrative staff.

Benefits

Health insurance Dental Vision Tuition assistance Retirement Paid time off

Skill Sets

Providing Service to Others Working on a Team Planning and Organizing Activities

Behavioral Traits

Empathy Sociability Helpfulness Thoroughness

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Jobs

Administrative Technician II - CPCA

Summary

Responsibilities

Experience Requirements

Benefits

Skill Sets

Behavioral Traits

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Jobs

Administrative Technician II - CPCA

Summary

Responsibilities

Experience Requirements

Benefits

Skill Sets

Behavioral Traits

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