Administrative Specialist II

GENERAL DESCRIPTION OF DUTIES

The purpose of this classification is to provide routine and specialized administrative support to an assigned work unit. This position is differentiated from that of the Administrative Specialist I by greater organizational, independence, and computer skills required to successfully perform assignments. Work requires specialized knowledge of unit functions and daily planning to ensure all tasks are completed within established time frames.

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description.

Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Generates correspondence, memos, agendas, minutes, permits, orders, requisitions, ordinances, reports, forms, manuals, news releases, and/or other written materials appropriate to assigned unit.
• Compiles, prepares, and distributes department records and reports, news releases, invoices, public service announcements, and other relevant materials appropriate to assigned unit.
• Functions in a reception capacity for the assigned work unit by greeting and assisting the public, customers, and visitors; provides service to visitors or directs to appropriate individual/department.
• Receives, sorts, processes, and distributes unit mail; prepares parcels and packages for mailing.
• Takes telephone inquiries and complaints, ascertaining the nature of the call, and resolving personally or directing to the appropriate entity or department.
• Arranges scheduling for meetings, interviews, travel, equipment repair and service, and department functions.
• Performs keyboard work in developing unit written/publication materials, and in entering, adjusting, and/or purging unit data.
• Assists Superintendent, Contract Manager and Supervisors as needed or requested; attends staff meeting and prepare meeting minutes; attends and records Disciplinary Hearings and prepare necessary paperwork.
• Processes a variety of documentation associated with department/division operations, within designated time frames and per established procedures: receives, reviews, prepares and/or completes various documentation, including applications, invoices, personnel forms, time sheets, work orders, purchase orders, and specific departmental reports; reviews, completes, processes, forwards or retains as appropriate; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
  
  Operates a personal computer to enter, retrieve, review or modify data, utilizing Microsoft Word, Excel, Publisher, H.T.E., word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
• Acts as liaison between supervisor, other departments, and outside agencies, gathering and relaying information as needed.
• Assists other unit personnel in supporting efficient functioning of the work unit, when assigned to a larger operating unit.