Administrative Services Specialist

Summary

About our opportunity:

We are currently seeking qualified applicants for the position of Administrative Services Specialist (Business Services Specialist I) to assist the Asheville Police Department in carrying out the department's daily functions as a part of the Criminal Investigations Division. Our ideal candidate possesses experience in administrative duties with a working knowledge of payroll functions, and will be able to exercise independent judgment, discretion, and initiative in completing assignments and handling difficult public contact situations requiring considerable tact and knowledge of applicable policies, procedures and programs.

What you'll be doing:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

* Processes payroll for department employees.
* Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
* Provides specialized administrative support for department/division programs and activities: ensures accurate documentation and upkeep of required policies, manuals, testing, and inventory logs, etc.; assists with audit and compliance processes; assists with prioritizing and assigning work activities; prepares closure notifications; processes program applications; participates in contract renewal process, such as preparing bid solicitations, contracts, change orders, etc.; and serves as a functional lead for the City in relation to the work order module and related software.
* Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, email, and other communications and initiates appropriate action/response.
* Serves as liaison between the assigned department and other departments/divisions, staff members, utilities, the public, outside agencies, or other individuals or organizations for the distribution and receipt of routine information: conveys information among division/department personnel.
* Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; manages database, such as updating and linking information, logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records; and retains or destroys documentation in accordance with record retention rules, regulations, laws, and ordinances.
* Performs data entry functions by keying data into computer system; enters, retrieves, reviews, or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.
* Processes documentation pertaining to budget or general financial management; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into computer and generates revenue reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records; maintains current balances for accounts; and maintains departmental petty cash funds.
* Review transactions initiated through the use of the City's P-Card program. Work directly with cardholders and proxies to provide customer service support by way of responding to questions concerning an array of issues, such as requests for new card issuance, card renewals, change in existing card limits and resolution of disputes or reject transactions.
* Performs other duties in support of department/division operations:assists department/division staff; provides notary services; assists in ordering and purchasing office supplies; opens and distributes mail; and participates in emergency response, including coordinating meals, booking, and tracking hotel rooms, tracking and reporting of materials used and distributed, etc.,
* Communicates with supervisor, other City employees, contractors, vendors, the public, outside agencies and organizations, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional Functions:

Performs other related duties as required.

About you:

* What you Bring:



We know your time is valuable. Applicants who meet the following minimum requirements or have comparable experience and/or education will be considered:

* Associate degree in Administrative Services, Accounting, Business, or a related field, supplemented by one year of work experience or high school diploma supplemented by three years of work experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
* Specific License or Certification Required:
* Active Notary Public certification or ability to acquire and maintain Notary Public certification required.
* Must become certified by the North Carolina State Bureau of Investigation in the operation of the Division of Criminal Information network within the first year of employment. Please know that this certification requires U.S. Citizenship.

Persons of all genders and races are encouraged to apply.

Other things to know:

The hiring process includes:

* Initial application review
* Job-related written assessment
* Panel interview
* Conditional Offer
* Background investigation (including reference checks)
* Drug screening
* Polygraph examination
* Executive review and approval

The entire hiring process can take up to six months. Applications who are not selected after the interview phase may reapply after one year as long as the applicant has not been permanently disqualified from employment.

Initial review of applications will occur on May 13th, 2024. This position will remain open until filled (or date if closing date listed) or until a sufficient number of applications are received.

About us:

The City of Asheville is dedicated to providing quality service for the residents and visitors of our beautiful city, nestled in the Blue Ridge Mountains of western North Carolina. Asheville, NC is a thriving mountain city that has a culture enriched in diversity.

The City of Asheville values and respects a diverse community, workforce and ideas, and is committed to promoting an equitable, fair, and just employment environment. Our organization seeks to create and provide access and opportunities to employees, residents and visitors to fulfill their potential throughinclusive engagement practices, relationship building and an authentic sense of belonging. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status. The City of Asheville is proud to be a second chance employer.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA Compliance:

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of Asheville is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the employer.