Administrative Services Specialist II

3 weeks ago

Memphis, United States Shelby County Full time

Position Summary

Works under general supervision to assist, develop, plan, coordinate, perform, implement, monitor administrative, and financial activities for the Division of Public Works. Utilizes related systems for accurate database maintenance and control; performs research and analysis, as needed.

Pay Grade: 48

Salary Commensurate with Experience and Education

Minimum Qualifications

100% -

1. Three (3) years’ experience performing administrative functions in accounting, procurement, grants management, and/or auditing, or closely related field; AND

2.Bachelor's degree from an accredited college or university in accounting, finance, business administration, or related field; OR

3.An equivalent combination of related education and/or experience.

4. PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED.


Duties and Responsibilities

1.Provides high level administrative support of a confidential nature to the Division Director, the Finance Manager, and the Policies & Procedures Officer.

2.Plans, schedules, and coordinates the activities of the Public Works Division Office.

3.Greets internal and external customers by telephone or in person to answer questions concerning departmental policies, procedures, and business functions.

4.Works with the Finance Manager and the Policies & Procedures Officer to conduct program audits of the various programs in Public Works to evaluate the financial performance and policy compliance.

5.Services the division with financial and purchasing functions, including but not limited to requisitioning goods and services, accounts payable, annual budgets, policy compliance, resolutions, contracts, budget transfers, PCB adjustments, and cost center changes.

6.Assists the Finance Manager and the Policies & Procedures Officer with human resources functions, including but not limited to payroll, OJI claims, County Personnel Policies, Employee Information Change forms, and Memorandums of Understanding with IBEW Union.

7.Assists in preparation of the Division Office’s budget; researches budget related issues and monitors the Division Office’s personnel budget.

8.Obtains data from various sources to prepare and compile standard reports.

9.Maintains records of organizational changes throughout the Division.

10.Performs other related duties as required or directed.


KSA's

KSAs -

1. Ability to handle pressure in a fast-paced environment.

2. Ability to work professionally with the various department staff within the Division of Public Works, other county departments, and office of Elected Officials.

3. Knowledge of the rules and regulations governing the general government-related financial operations and the skills to apply.

4. Proficient knowledge in Microsoft Office (Excel, Access, Word, Outlook, PowerPoint) and in database software systems.

5. Thorough knowledge and skills necessary to analyze data, facts, identify problems, make conclusions, and recommend or take appropriate action.

6. Excellent written and verbal communication skills, effective interpersonal skills, and multi-tasking ability.

7. Ability to communicate effectively with internal and external contacts.

8. Must be detail oriented with strong organizational, analytical, and problem-solving skills.

Disclaimer

This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate.

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