Administrative Operations Specialist
3 weeks ago
This is an exciting opportunity to join the City Of Columbia team as an Administrative Operations Specialist. In this role, you will provide highly responsible administrative and clerical assistance to assigned department management, ensuring effective and efficient office operations. You will represent the City to the public and provide professional, courteous customer service at all times. The incumbent works within a general outline of work to be performed, and develops work methods and sequences under general supervision.
Key Responsibilities
• Handle all material requests of goods and services in Finance Enterprise for Wastewater and Water Distribution & Maintenance Divisions;
• Provide technical and financial assistance in the preparation of Wastewater and Water Distribution & Maintenance Divisions requisitions, reconciling accounts, transfer funds, budget tracking, purchase order notifications and other procurement tasks;
• Maintain accurate and up-to-date inventory records of department materials, tools and supplies in stock;
• Track and receive on goods and services in Finance Enterprise for Wastewater and Water Distribution & Maintenance divisions;
• Monitor expenditures for Wastewater Maintenance and Water Distribution & Maintenance Divisions;
• Assist with Wastewater Maintenance & Water Distribution & Maintenance Division's Capital Improvements Projects (CIP);
• Communicate with vendors to obtain price quotes to determine supply availability, to coordinate and expedite orders and resolve billing and shipping discrepancies;
• Evaluate office operations and make recommendations for changes in order to maintain office productivity and efficiency;
• Provide administrative support to assigned supervisors for both Wastewater Management and Water Distribution & Maintenance Divisions, Field Operations performing such as managing supply, file, and map rooms;
• Analyze shipping orders and invoices against contents received to verify accuracy;
• Train departmental personnel in Finance Enterprise and procurement functions as appropriate;
• Organize and stock supplies;
• Issue supplies to personnel as needed;
• Assist supervisor in planning and implementing various department programs, activities and services and training as assigned;
• Assist the division Administrator of Target Solutions which includes creating new login credentials, training new hires and refresher training when necessary; password resets, and deletion of inactive users, etc.;
• Assist with managing and maintaining training records in Target Solutions to include uploading SOP's, certifications, completion rosters;
• Assist with weekly and monthly reports generated from Target Solutions and monitors completion and past due training;
• Assist with divisional needs in Cityworks by entering and closing service requests and work orders along with maintaining and updating the information in CMMS;
• Attend meetings; prepare meeting agendas and packets; prepare and distribute meeting minutes; provide administrative support to various committees as required;
• Answer the telephone; provide accurate information to callers and/or forward calls to appropriate personnel; greet and assist office visitors;
• Receive, research and respond to inquiries, requests for assistance and concerns from other City departments, agencies, organizations, professionals and the public; assist supervisor in coordinating department activities with those of other departments and agencies as appropriate;
• Provide leadership of assigned clerical staff; offer training, advice and assistance as necessary;
• Provide knowledge and guidance of human resources policies, procedure laws, and standards to new and existing employees;
• Perform supervisory work involving policies and guidelines, solving both people and work related concerns when necessary;
• Serve as the liaison between supervisor and others;
• Attend staff, committee and City meetings as required; may represent supervisor at various meetings as requested;
• Attend training, meetings, seminars and/or workshops to enhance job knowledge and skills;
Requirements
• High school diploma or GED;
• Four (4) years of relevant prior experience;
• May be required to type 30 corrected wpm;
• Valid South Carolina Class "D" Driver's License;
Benefits
The City Of Columbia is proud to offer a complete benefits package to full-time employees. This package includes health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. Part-time or temporary employees, including interns, are not eligible for City benefits. To learn more details, visit our benefits page at: 01
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