Administrative Specialist I - City Manager's Office

Administrative Specialist I

The City of Livermore is seeking an Administrative Specialist I to join the City Manager's Office. Under supervision, the Administrative Specialist I provides routine to difficult clerical support to assist in the day-to-day operations of the City Manager's Office, Administrative Services Department, or the City Attorney's Office.

The Administrative Specialist I classification is characterized by its performance of a variety of routine and difficult assignments. With experience and on-the-job training, the work becomes progressively more diversified and complex with increasing independent judgment. It is distinguished from the Administrative Specialist II in that the latter performs complex administrative projects and assignments requiring more independent judgment under general supervision. This job classification is designated "Confidential" and may have access to information related to the administration of employee-employer relations.

Supervision is provided by a first-line supervisor or a manager and direction may be provided by other managers in the assigned department. May provide assignments to temporary employees and volunteers.

Duties may vary based on assigned department. Program Support Functions Provides specialized programmatic support for an assigned department; assists with program coordination, such as the City's insurance and safety programs, and other programs; verifies documentation requirements for agreements and service contracts, permits, and vendors; develops, coordinates, and monitors special projects and / or contracts; conducts community outreach efforts; assists with a variety of administrative issues and prepares or recommends process, policy, and procedural modifications; and calculates statistical information and prepares reports in compliance with state and federal laws and regulations. Administrative Support Functions Develops and maintains accurate, up-to-date files, statistical data, and records; creates and maintains status documents related to assigned projects; monitors projects, consultant services agreements, and special assignments; assists with monitoring of monthly expenditures; coordinates the flow of paperwork; processes and distributes mail; schedules meetings and appointments; prepares reports, letters, and other correspondence; prepares requisitions and warrants for payments; serves as the department representative for Agenda Manager and drafts related documents; proofreads and corrects documents; compiles statistical data to create reports and tracks information; assists in preliminary data gathering, preparation of budget, and performance measures; assists with special events; coordinates time keeping functions for the assigned department; reconciles purchase card statements; may maintain and update content on Department web pages and social media posts; interprets and explains City policies and procedures; designs and modifies work methods, procedures, and forms; reviews work for thoroughness and accuracy; operates modern office equipment; and utilizes computer software programs, including spreadsheet, database, word processing, presentation software, and other job specific systems.

Demonstrated knowledge of general functions and objectives of municipal government and administration; general functions within the area of assignment; modern office practices, procedures, and equipment; proper English usage, spelling, grammar, punctuation, and business format; business mathematics; effective communication techniques; and personal computer operating systems and software applications. Demonstrated skills to monitor programs and projects; perform a variety of difficult administrative duties; perceive needed changes and initiate suggestions for improvement; interpret and explain policies and procedures; prioritize work assignments and accomplish project / program goals; use independent judgment; develop solutions using initiative, tact, and good judgment; remain flexible and adapt to changing conditions; operate a personal computer utilizing spreadsheet, database, word processing, and presentation software; meet the City's keyboarding standard (35 nwpm); respond to internal and external customers in a professional, creative, and cooperative manner; and exemplify an enthusiastic, resourceful, and effective customer service attitude. Ability to learn the operation, policy, and procedures of assigned department and other departments; and effectively apply the required knowledge and skills in the daily performance of assigned duties. Experience, education, and training guidelines : Any combination of experience, education, and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be : Experience Equivalent to two years of progressively responsible clerical support experience involving extensive customer service, multi-tasking, computer usage, and detail-oriented work. One year of responsible clerical support experience working in a related department may substitute for the required two years. Experience in a public agency is desirable. Education Equivalent to graduation from high school. College level courses in business administration, office management, public administration, or other closely related field are highly desirable. License May require the possession of a valid California Driver's license and a satisfactory driving record as determined by the City. Other Requirements Willingness and ability to work scheduled and emergency overtime; and attend meetings, workshops, and seminars during work and non-work hours. Special Requirements Essential duties require the mental and / or physical ability to work in a standard office environment; read fine print and computer monitors; operate a computer keyboard, calculator, and other office equipment; bend, stoop, stretch, and reach; strength to safely lift and maneuver office supplies and equipment weighing up to 30 pounds.

The City of Livermore is an equal opportunity employer and supports workforce diversity.