Administrative Specialist I

Compensation Range
$19.90 - $25.50

Please note: This job opening may close earlier than the stated date, due to high candidate volume. If interested, we encourage you to apply as soon as possible.

Who We Are:

At the City of High Point, we celebrate the creator in everyone. Building on our rich cultural history steeped in industrialism and innovation, our employees seek not only to transform themselves, but the world around us. We are collaborators, we are makers, we are visionaries.

We invite you to explore the many opportunities to serve our community, by sharing your talents, skills, and expertise. You'll join a diverse team of over 1300 individuals dedicated not just to making a career, but a difference; because what we create in High Point, changes the world

Our Core Values:

• Integrity: Saying what we mean and consistently doing what we say with no desire other than the good of the citizens we serve. It means standing up for beliefs.
• Responsibility: A continual process that emphasizes a high level of personal accountability by each member of the organization.
• Partnership: Adding competitive value and quality to the services provided to our residents, businesses, and visitors through responsible fiscal stewardship, increased innovation, greater use of technology, and expanded civic, neighborhood and regional partnerships.

What We Offer:
The City of High Point offers a competitive salary commensurate with education and experience. We also offer generous benefit package for full-time employees which include but are not limited to:

• A guaranteed life-long monthly pension, once vested after 5 years of service
• 401K and 457B Retirement Plans
• PTO earned within first year
• 12 Paid Holidays per year
• Tuition Reimbursement Plan
• Competitive medical, dental, and vision plans effective day one

What You'll Do:
The Administrative Specialist performs complex, skilled clerical and responsible administrative work, assisting in the operation of a Transit and Paratransit system; does related work as required. Work is performed under general supervision of the Transit Manager.

Essential Tasks & Responsibilities:

• Greets, screens and provides visitors information or directs to appropriate persons;
• Answers incoming telephone calls, provides information, handles complaints and/or routes to appropriate personnel, or communicates messages;
• Opens and distributes mail, composes independently or from brief instruction letters, general correspondence, and inter-office memos, including confidential reports;
• Operates standard office equipment including calculator, copier, FAX machine, personal computer, printer, and related software;
• Orders and maintains an inventory of office supplies, prepares requisitions, and performs office-related errands;
• Recommends purchase of new office equipment, arranges for installations, service, and repair;
• Oversees the maintenance of office files, including sorting, indexing, and filing materials alphabetically, numerically, and by projects, subjects, personnel, forms, literature, etc.;
• Processes department purchases in accordance with established purchasing policies and procedures, generating requisitions and reports using various specialized formats and forms;
• Enters data into databases, spreadsheets, or word processing software as needed;
• Types and edits a variety of complex documents, technical reports, spreadsheets, and correspondence;
• Schedules interviews with applicants, attends interviews when needed, may participate in selection of new hire, schedules pre-employment physicals and drug screens, schedules health screenings;
• Researches, compiles, analyzes reports and projects for presentation;
• Serves as back-up for completing necessary paperwork for hiring, assisting employees with completion of Benefit-related forms, and orienting new employees with department procedures and practices;
• Serves as back-up to inform and advise manager and staff regarding city personnel, financial, insurance and benefit policies and procedures, including changes;
• Serves as back-up to processing departmental payroll, checks time sheets, time cards, and enters data into computer;
• Serves as back-up to prepare personnel action forms for increases, transfers, terminations, and other forms including changes of address and telephones, maintain department personnel records;
• Makes travel arrangements, reservations and registrations for conferences and seminars, prepares travel advance authorization forms and completes expense reports upon return from trip and routes travel expense forms for approval;
• Maintains two-way radio communications with field personnel, contacts appropriate supervisor or employee, and receives and relays information;
• Posts articles and information on safety and wellness bulletin boards;
• Assists with maintaining and updating website information;
• Schedules appointments for department personnel upon request;
• Represents department at various meetings related to personnel, budget, safety and health, insurance and benefits;
• Assists with special projects as needed;
• Performs other clerical and administrative tasks as assigned, assists manager and staff as needed;
• Ensures that all work is performed in accordance with OSHA and City Safety Standards and Policies.

• Technical Tasks:
  • Counts bus fares, rolls coins, and prepares daily bank deposit;
  • Records collected revenues and totals daily revenue sheet at the end of the day;
  • Processes Transit Reduced Fare Applications;
  • Schedules HPTS Access trips as needed;
  • Sells HPTS bus passes and HPTS Access tickets to individuals and other non-profit government agencies;
  • Assists with updating bus assignments and notifications in bus tracking system;

Qualifications:

Preferred Skills

• Spanish and/or French Language skills

Physical Requirements

• Hearing/Speaking - Expressing and/or receiving information by means of spoken word are both necessary to converse with internal and external customers including co-workers, citizens and applicants. This is a clerical support position which requires public contact so it is necessary for the employee to be able to communicate with people in person, by telephone and two-way radio
• Visual Abilities - the ability to perceive via eyesight is required for this position:
  • Acuity, far - clarity of vision at 20 feet or more. Both eyes 20/25 - R 20/30 - L 20/30 corrected.
  • Acuity, near - clarity of vision at 20 inches or less. Both eyes 20/25 corrected. Must be able to see work-related business documents close at hand.
  • Depth perception - Three-dimensional vision and the ability to judge distance and space relationships so as to see objects where and as they actually are. Depth Perception - 4 .
  • Field of Vision - the area that can be seen up and down or to the right or left while eyes are focused on one point. Must be able to see a wide span of area.
  • Accommodation - Must be able to adjust the eye lens to glance quickly. This item is especially important when doing near-point work at varying distances from eye.
  • All five aspects are judged to be important in carrying out the essential functions of this job

• Physical Strength - degree of physical demands typically associated with this position include:
  • Sedentary Work
  • Exerting up to 10 pounds of force occasionally; and/or
  • A negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Type of Physical Demands

• Fingering - Picking, pinching or otherwise working with fingers primarily rather than the entire hand or arm.
  Employee must reach to answer telephone, work with computer, etc. Handles various forms, documents, pencils, pens
• Handling - Seizing, holding, grasping, turning, or otherwise working with hand(s).
• Reaching - Extending the hand(s) or arm(s) in any direction.

Mental Activity/Requirements Reasoning

• Ability to apply principles of logical thinking to work tasks and practical situations and requests made by supervisor, other employees or members of the general public; to comprehend and respond to a variety of situations in an expedient manner. Good judgment is important.
• Mathematics Ability
  • Using arithmetic and/or Statistics: Ability to use arithmetic to figure payroll, document telephone and street numbers, etc. Ability to complete statistical reports
• Language Ability
  • Read: Ability to read manuals, instructions, directions, report information, calendars, recording forms, requisitions, vouchers, correspondence, and various other documents relating to the job.
  • Write: Ability to write memos and figures, take messages and make various reports.
  • Speak: Ability to be conversant in voice and diction so as to participate in discussions with supervisor, other employees and the general public in person, by telephone and using two-way radio.
• Environmental Conditions Physical Surroundings
  • The worker is subject to Inside Environmental Conditions: Protection from weather conditions but not necessarily from temperature changes.
• Hazards
  • No environmental hazards indicated for this position.
• Machinery/Tools/Work Aids/Other Equipment
  • Computer, printer, copier, FAX machine, calculator, staple gun, laminator, paper shredder, coin roller, coin sorter, scissors, pen, pencils, personnel resolution, ordinances, purchase orders, manuals, two-way radio, telephone, office supplies and other work aids related to the job.

The work location of this job will be 716 W Martin Luther King Jr Dr High Point, North Carolina.

Our Commitments
The City of High Point is dedicated to fostering a work environment that values individuals from all backgrounds and seeks to attract and retain the most qualified partners in service to the citizens of High Point. As an at-will employer, the City allows employees to terminate their employment, or be terminated at any time, with or without cause, as long as it is not prohibited by law.

The City of High Point is committed to classifying and compensating its employees fairly for the work they do, weighing both the internal capabilities and the external market. While the job description is not intended to and does not create a contract of employment, we are excited to use this "living document" as a guide for managing performance and positions to ensure job descriptions are reflective of the current work required by the incumbent or expected by any candidate to whom an offer of employment is extended.

The City of High Point is committed to providing a safe, comfortable working environment for all employees. To that end, we are proud to comply with all Occupational Safety and Health Administration (OSHA) requirements, as well as make reasonable accommodations to candidates and employees as we are able in accordance with the Americans with Disabilities Act (ADA). Candidates selected for employment must undergo (a.) a drug screening, in accordance with the City's drug and alcohol policy and (b.) a background screening to determine whether there is any current, pending, or previous charge, conviction or other infraction deemed incompatible with service in the capacity for which the candidate is being hired. In lieu of or in addition to background screening, candidates selected for employment in a position that requires working with children in any capacity must be fingerprinted and undergo a criminal history record check conducted by the North Carolina State Bureau of Investigation. Certain positions are considered so critical to the health and safety of others that a candidate cannot be placed in any such position without passing a pre-placement physical exam. The City offers employment to successful candidates conditioned upon the City's receipt of satisfactory results from all required screenings, checks, and exams, as applicable.

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