ADMINISTRATIVE SPECIALIST

Utilities Administrative Assistant

This position provides highly responsible administrative and clerical assistance to assigned department management, ensuring effective and efficient office operations; represents the City to the public and provides professional, courteous customer service at all times; and performs related duties as assigned. The incumbent works within a general outline of work to be performed, and develops work methods and sequences under general supervision. The work is considered sedentary in nature and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions : fingering, grasping, handling, hearing, mental acuity, repetitive motion, speaking, talking, visual acuity, and walking. Work environment involves exposure to no known environmental hazards; and is relatively safe, secure, and stable.

Essential Job Functions :

• Provides administrative support to assigned supervisor, performing such duties as scheduling and coordinating meetings, researching and compiling data for reports, composing and / or preparing routine and confidential reports, presentation materials and correspondence, etc.
• Evaluates office operations and makes recommendations for changes in order to maintain office productivity and efficiency.
• Assists supervisor in planning and implementing various department programs, activities and services and training as assigned.
• Assists with departmental development, HRIS, employee relations, training and development, benefits, compensation, organizational development.
• Serves as 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.
• Manages and maintains training records in Target Solutions to include uploading SOP's, certifications, completion rosters.
• Prepares weekly and monthly reports generated from Target Solutions and monitors completion and past due training.
• Assists with divisional needs in Cityworks by entering and closing service requests and work orders along with maintaining and updating the information in CMMS.
• Establishes and maintains the department's filing system.
• Attends meetings; prepares meeting agendas and packets; prepares and distributes meeting minutes; provides administrative support to various committees as required.
• Answers the telephone; provides accurate information to callers and / or forwards calls to appropriate personnel; greets and assists office visitors.
• Receives, researches and responds to inquiries, requests for assistance and concerns from other City departments, agencies, organizations, professionals and the public; assists supervisor in coordinating department activities with those of other departments and agencies as appropriate.
• Assists with procurement requests of goods and services in IFAS; track and receive on goods and services in IFAS.
• Serves as the liaison between supervisor and others.
• Attends staff, committee and City meetings as required; may represent supervisor at various meetings as requested.
• Attends training, meetings, seminars and / or workshops to enhance job knowledge and skills.
• Performs other related duties as assigned.

Qualifications :

MINIMUM REQUIREMENTS TO PERFORM WORK :

Knowledge, Skills, and Abilities :