Administrative Specialist II

Recreation Department

Under general supervision, the purpose of the job is to perform a variety of office support and / or secretarial duties for a specified unit / department. Employees in this classification perform both routine and non-routine administrative support duties as dictated by the nature of the work area. Position may be assigned to a large department and perform a broad array of generalized administrative support functions, or assignment may be to a specialized office wherein incumbents receive initial instruction in specific office operations. Position is distinguished from that of Administrative Specialist I and Administrative Specialist III by knowledge gained through experience, training and / or education.

Receives and processes standard materials appropriate to assigned department including correspondence, memos, agendas, minutes, charts, permits, legal documents, orders, requisitions, ordinances, reports, manuals. Conducts standard, routine bookkeeping functions, which may involve general billing and cash receipt and accounting activities. Processes and issues assigned area documentation; handles a wide variety of typing assignments which may be confidential in nature; operates a computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials. Establishes, maintains, processes, and updates files, records, certificates, and / or other documents. May order, stock, and distribute office supplies. Greets and directs visitors, as and when appropriate; resolves routine administrative problems and answers inquiries concerning activities and operations of department / division; accepts, screens, and routes telephone calls; maintains log of inquiries as required. Conducts a range of staff and / or operational support activities; may serve as a liaison with other departments on basic administrative and / or operational matters. Sorts, screens, and distributes incoming and outgoing correspondence; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles, and operates a variety of office equipment. Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules.

Performs related duties as directed when such duties are a logical and appropriate assignment to the position.

High school diploma or GED supplemented by two (2) years' experience in general administrative support functions, which provides broad exposure and practical application of current office systems technology and associated software support systems; or an equivalent combination of education, training, and experience.

Employee shall obtain the National Incident Management System ICS-100 Introduction to the Incident Command System and IS-700 National Incident Management System, An Introduction within six (6) months of employment. These courses are designed to provide a baseline, as they introduce basic NIMS and ICS concepts and provide the foundation for higher level Emergency Operations Center (EOC), MACS, and ICS related training.

Skill in business English, e.g., correspondence formats, spelling, punctuation and grammar. Intermediate level business mathematics, including addition, subtraction, multiplication, division, percentages and decimals. Ability to interpret a variety of instructions in written, oral, diagram, or schedule form. Ability to utilize personal computers, standard office equipment and standard software applications, e.g., word processors, database software, spreadsheet applications. Ability to plan, organize, and coordinate schedules and meetings. Skill in routine administrative support functions, e.g., bookkeeping, data entry, typing, reports processing. Skill in composing routine correspondence, summaries and reports in a clear and concise manner; ability to compose moderately complex correspondence, summaries and reports. Ability to transcribe dictation using notes or dictating equipment. Skill acting as a liaison. Skill in typing 45 WPM. Ability to establish and maintain effective records maintenance and file management systems; ability to read, update and maintain various records and files. Knowledge of pertinent federal, state and local rules, regulations, ordinances, and other regulatory standards applicable to the work. Ability to establish and maintain effective working relationships and communications with co-workers, internal / external customers, department management and the public.

While performing the essential functions of this job the employee is regularly required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and lift and / or move up to 35 pounds. While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors. The City of Sanford is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Sanford provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The City of Sanford is a drug free workplace.