Administrative Specialist (OPEN)(N / C)

Administrative Technician

Leads, reviews and participates in the work of staff responsible for performing advanced-level professional work involving the application of independent judgment to ensure compliance with established policies and procedures, which may include personnel management, budget development / administration, program planning; management or organizational analysis studies, and other related administrative duties; and conducts a variety of professional level analytical and technical activities.

In addition to the Knowledge, Skills and Abilities requirements of the Administrative Technician and Administrative Specialist :

Knowledge of : Standard English, grammar and usage; standard correspondence and report formats. Principles of quantitative and qualitative analysis; principles of financial analysis; budget preparation and administration; accounting principles. Management and administration of federal grant monies; the City's procurement process and requirements; general contract language and law. Pertinent City, state and federal laws, codes and regulations; municipal legislative process. Civil Service Rules; City Human Resources Policies and Procedures; EEO, ADA, Affirmative Action; union contracts; and other technical procedural materials related to departmental business. Conflict resolution techniques; negotiation techniques. Principles and practices of human resource management; lead supervision and training; business processes and best management practices.

Skill to : Manage staff to accomplish work objectives. Establish work priorities. Operate copy machines, printers, scanners, fax machines, office phone, smart phone, computer, laptop, and iPad. Utilize Microsoft Office products including Word, Excel, PowerPoint, and Outlook, Adobe Pro, and various applications such as CHRIS, CFS, CBS and Sharepoint.

Ability to : Assign, direct and evaluate the work of subordinate staff; supervise subordinate staff. Process complex information while maintaining attention to detail; perform complex analyses of problems and formulate solutions to such problems. Communicate clearly and concisely, both orally and in writing. Make decisions based on data analysis and observation; demonstrates strict adherence to rules and regulations. Interpret, explain and apply pertinent City, state and federal laws, regulations, ordinances, policies and procedures; interpret and apply rules of contract compliance. Apply various criteria to evaluate contract bids and recommend selections. Maintain confidentiality of City information. Conduct investigations as appropriate. Resolve disputes; negotiate compromises; handle grievances; negotiate union contract agreements. Prioritize multiple duties and manage time related to assigned area of responsibility. Take on new or additional work responsibilities and challenges; excel at tasks that require a strong focus on detail and a need for thoroughness. Become highly specialized in area relevant to department. Establish and maintain effective working relationships with those contacted in the course of work; recognize and respond to the needs of others and cultivate a supportive environment. Operate assigned vehicle in performance of job duties (as required).

Examples of Work Performed : Analyze and prepare operating and capital budgets; develop and monitor assigned budgets; read and evaluate appropriate financial statements; maintain appropriate financial records. Coordinate departmental responses to City Council motions and referrals; provide technical expertise and advice to City Council, City administrators and other groups as requested. Advises division heads, superintendent, and directors on how to handle administrative situations concerning personnel, budgets, contracts, etc. Interprets Personnel Policies and Procedures, labor agreements, and Civil Service Rules to employees. Keeps director informed on important issues, policy changes, etc., verbally or through memos or reports. Serves as a liaison with other divisions / departments / unions (legal, EEO or Civil Service) regarding personnel matters, such as contracts, grievances, disciplinary cases and handling complaints. Writes memos and reports of various kinds, including : new position requests to appropriate agencies, new information regarding policies to employees, personnel reports, responses to inquiries from the City Manager, correspondence to Director, etc. Reviews and establishes department performance goals with managers. Analyzes work procedures and recommends changes for more effective operations. May represent the department / division to outside agencies and work with them on projects. May be assigned to supervise a technical work program or section, or other functional unit in the agency. May be assigned to perform specific technical tasks reporting directly to the agency head, or to coordinate technical activities or projects involving more than one work program or section. May draft or review drafts of legislation affecting the agency's activities or responsibilities. Perform other tasks related to the management of assigned programs, policies and procedures as needed.

Transcripts must be attached or application will be rejected. Civil Service Rule 10, Section 2 : At least one-half of the required work experience must have taken place within the five years immediately preceding the examination, unless specified otherwise on the announcement.

Internal : Two years of experience with the City of Cincinnati in administrative support work and have an Associate's degree or a minimum of 60 semester credit hours from an accredited college or university. One additional year of experience may substitute for up to half of the educational requirement. One year of experience with the City of Cincinnati (or have completed probation) in a classification listed as transfer-eligible for this position under CODE contract Appendix A-1.

External : Two years of experience in administrative support work such as planning, prioritizing, and coordinating work; communicating with supervisors, peers, or subordinates; managing and training employees; collecting and analyzing data or information; applying rules, policies, and procedures; working with computers and computer systems; other administrative support duties AND an Associate's degree or a minimum of 60 semester credit hours from an accredited college or university. Other requirements : Possession of a valid Driver's License is required. Military education and experience evaluation may be substituted for college level course work at the lower and upper division baccalaureate and graduate levels and apprenticeship training at the vocational certificate level on a case by case basis based on the American Council on Education (ACE) Military Guide recommendations.