Senior Administrative Specialist

5 months ago

Chicago, United States Metropolitan Water Reclamation District of Greater Chicago Full time

General Statement

Under supervision, performs sub-professional administrative work such as document and records management, data collection and reporting and coordination of internal processes specific to the assigned department or functional area.

Essential Job Functions

Essential job functions are fundamental, core functions common to positions in a classification. They are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are designed to be descriptive and not restrictive, incumbents may complete one or all of the job duties listed or tasks of similar kind not specifically listed here.

Coordinates a variety of specialized administrative processes related to areas such as personnel selection and management, contract administration, budget preparation and administration, inventory management and invoice and payment processing. Collects and compiles information and generates basic reports. Performs basic bookkeeping activities such as reconciling invoices, processing payments, initiating purchase requisitions and tracking credit card expenditures. Assists with routine budget activities such as the entry of budget requests, coding expenditures and monitoring available funds. Composes, formats and distributes more complex and non-routine correspondence; reviews documents composed by other administrative staff for completeness and accuracy. Creates and maintains systems for paper and electronic records management; enters, retrieves and updates computerized file information. Manages the flow of information to and from a work group; assesses the urgency of incoming communications and directs them to the appropriate staff or work unit. Tracks completion of administrative tasks and assignments for assigned section or work group. Uses computer applications for word processing, spreadsheets, basic database management, electronic mail and other functions. Provides direction to administrative staff including assigning and reviewing work.

Other Job Functions

Provides relief for other administrative support positions as needed and provide assistance in other sections as requested. Performs other duties as assigned.

Environmental Conditions

Work is performed in a typical office environment and requires the use of standard office equipment including computers.

Desirable Knowledge, Skills and Abilities

Considerable knowledge of the English language including spelling and grammar. Knowledge of business arithmetic. Knowledge of standard office practices and procedures. Some knowledge of basic bookkeeping and budgeting procedures. Strong customer service skills. Ability to plan and supervise the work of others. Ability to use computer applications for word processing, spreadsheets, basic database management, electronic mail and other functions. Ability to communicate clearly and concisely, orally and in writing.

Minimum Qualification Requirements

Graduation from an accredited college or university with an associate’s degree and three years of experience performing a variety of administrative tasks involving the use of computers.

Substitution

Additional experience performing administrative tasks involving the use of computers may be substituted for the required education on a year-for-year basis. Full time study at an accredited college or university may be substituted for the required experience, to a maximum of two years.

Promotional Requirement

One year of service with the District as an Accounting Associate, Administrative Assistant, Secretary, Human Resources Assistant, or Administrative Specialist. Civil service status in one of the foregoing classifications.

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