Administrative Specialist

3 weeks ago

Compton, United States City of Compton, CA Full time

**GENERAL PURPOSE**:

- Under general supervision, performs specialized administrative, secretarial and clerical work in support of assigned department or office; types and proofreads documents and correspondence; performs a variety of administrative and financial support functions; provides information and assistance to the public regarding departmental policies and procedures; and performs other related duties.

**SUPERVISION RECEIVED/EXERCISED**:
**SUPERVISION** RECEIVED/EXERCISED**: Works under the general supervision of the departmental supervisor or other management personnel; may provide direction, training, guidance, and assistance to lower-level office support personnel.
**DISTINGUISHING CHARACTERISTICS**: This is the advanced journey level in the Office Support Specialist job series. This class may be distinguished from the lower-level (Office Support Specialist) by the greater complexity and difficulty of work performed, which requires knowledge of departmental operations and procedures. Work is performed under general supervision.

**PRIMARY DUTIES AND RESPONSIBILITIES**:

- The following essential functions are those that are critical, integral, necessary, crucial, primary and fundamental to the job. Incumbents who possess the requisite skill, experience, education, and other job-related requirements of a position are expected to perform the essential functions of the job with or without a reasonable accommodation.
- The following duties **ARE NOT** intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
- Performs specialized account record keeping; prepares invoices for payment; resolves billing problems; updates and distributes bid specification packages; maintains contract files; process annual and interim housing assistance payments to property owners and lease agreements.
- Records and monitors revenue and expenditures; prepares and tracks purchase requisitions for payment to vendors. Processes partial payment of special check requests.
- Maintains payroll information; processes time cards; records absence requests, vacation and overtime; tracks employee work schedules; updates personnel records; types employee evaluations; assists in orienting new employees to division practices procedures.
- Prepares, types and proofreads a variety of documents including general correspondence, agendas minutes, public hearing notices, affidavits, reports, memoranda, and statistical charts from rough draft or verbal instruction.
- Responds to requests for information via mail, phone or in-person; gathers appropriate forms and documents, searches for and copies documents from archived records and forwards to requestor.
- Conducts a variety of general office duties including processing departmental mail, ordering office supplies; processes and coordinates travel arrangements and reimbursements.
- Maintains forms, records, reports, correspondence files, and related information in a systematic manner.
- Maintains inventory of supplies and prepares a list of supplies to be ordered.
- Copies, distributes and files paperwork, such as meeting minutes, contracts, performance review forms, timesheets, and general correspondence.
- Depending upon area of assignment, may provide direction, training, guidance and assistance to lower-level office support personnel; coordinates daily work activities; organizes, prioritizes, and assigns work;; monitors status of work, inspects completed work, and troubleshoots problem situations; assists lower-level office support personnel with questions / problems.
- Maintains and enforces all aspects of security and confidentiality of records and information.
- Performs other duties as assigned or required.

**MINIMUM QUALIFICATIONS**:
**Education and Experience**:
Possession of a High School diploma, G.E.D. or equivalent, AND three (3) years of general clerical, bookkeeping or administrative support experience; OR an equivalent combination of education and experience.

**Required Licenses or Certifications**:

- None.

***
**Required Knowledge of**:

- City and departmental organization, operations, policies and procedures.
- City Code, City Ordinances, and Standard Operating Manual.
- Standard office principles and procedures.
- Public sector fund accounting and bookkeeping principles.
- Basic math principles.
- Principles of business English, grammar and punctuation.
- Telephone etiquette and customer service protocol.

***
**Required Skill in**:

- Using general office equipment, such as telephones multi-line telephone system, fax, duplicating machines, copiers, and computers.
- Recording and retrieving general information.
- Following oral and written instructions.
- Operating a personal computer utilizing a variety of business

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