Job Title

Job Family

Job Code

Job Exempt

Administrative Specialist - CAO

Non_Bargaining

AAM23

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB110

Hourly

$27.95

$35.65

$43.34

Job Description

Performs responsible, supervisory, and office/staff work assisting the Chief Administrative Officer in technical and administrative matters. Primary duties include coordination of activities such as budget development and administration, accounting, purchasing, supervisory work directing the activities of clerical functions within the Chief Administrator's office, and similar support functions. Work also involves conducting special research projects; explaining policies and procedures; and investigating complaints and recommending solutions, and preparing correspondence. This position involves work that is complicated with varied procedures and/or work methods that permit initiative and independent judgment. Work is performed under general supervision of the Chief Administrative Officer and is reviewed through evaluation of reports submitted, conferences, frequent discussions, and results achieved.

Minimum Qualifications:

Associate's Degree or Technical Certificate and two (2) years administrative experience supporting a senior level executive (i.e., manager or above), with responsibility for conducting research, monitoring and maintaining complex financial records, budget preparation, and handling complaints; or an equivalent combination of education, training, and experience. Must type 40 wpm and possess a valid Florida Driver's License.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Coordinates and assigns work for clerical staff to ensure that the workload is evenly distributed; monitors work through direct observation and quality control audits; trains clerical staff in office procedures and use of all equipment; informs staff of policy and procedure changes; provides technical assistance; and reviews work for completeness and compliance with established guidelines. May compile information and prepare reports and/or responses as required.

Schedules and coordinates appointments without prior clearance; advises supervisor and/or appropriate staff of important meetings; and organizes and assembles material needed for meetings.

Assists in budget preparation; monitors expenditures; prepares various reports; consults with accounting, budget, or purchasing personnel to resolve problems with invoices, budget transfers, requisitions, and related issues; acquires information; and compiles quarterly reports. May prepare and/or review related reports and documents.

Requisitions supplies and equipment; verifies accuracy of statements and invoices. May monitor and maintain expenditure records.

Confers, in person or by telephone, with persons requesting service or making complaints; conducts or directs necessary research; and recommends appropriate action. May independently resolve problems or answer inquiries.

Explains functions and services of the assigned department; answers difficult inquiries and customer complaints in addition to collecting, preparing, and printing of informative material relating to services provided.

Assists Chief Administrative Officer and acts with delegated authority as assigned. Studies office functions and advises on methods to improve programs, processes, and services; develops internal operating procedures; attends various meetings as a representative of the Chief Administrative Officer.

Participates in the selection, training, counseling, evaluation, and/or discipline of employees; explains policies and procedures to personnel; and prepares departmental payroll.

Conducts research for special projects; collects and analyzes data; and provides recommendations regarding the appropriate course of action to solve problems and/or development of new programs. May use computer in analyzing data.

Appraises, classifies, and determines importance of records.

Is responsible for the storage and retrieval, inventory, retention schedules, and destruction of records.

Operates computer and other office machines and duplicating equipment.

Prepares general communications in response to internal and external correspondence.

Conducts special research projects; investigates complaints; recommends solutions; and prepares response.

Performs highly responsible complex secretarial, administrative, and clerical work for a major City operation and other executives outside City Hall.

Provides administrative duties of a sensitive and confidential nature.

Maintains the Chief Administrative Officer's (CAO) calendar; notifies about important meetings; reviews and coordinates responses to invitations received; organizes and assembles materials needed for meetings and/or conferences; researches and compiles data for public record requests; reviews the CAO's emails for any urgent matters; and deals with executive leaders outside City Hall.

Assists the Deputy Chief Administrative Officer when assigned assistants are not in the office.

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of policies, procedures, and practices of assigned area; basic accounting principles and practices; budget development and administration; and office practices and procedures.

Considerable knowledge of Business English, spelling, and arithmetic.

Considerable knowledge of codes and regulations of assigned area.

Ability to communicate effectively, both orally and in writing.

Ability to conduct research, analyze, interpret and report findings, and to make valid conclusions and recommendations.

Ability to establish and maintain effective relationships with employees and the public.

Ability to compile data and develop written reports.

Ability to organize and coordinate various activities frequently with stringent deadlines.

Ability to plan and supervise the work of others.

Ability to accurately type 40 wpm.

Ability to operate computer, related office equipment and software/programs i+e+
Microsoft Office Suite, Novus, Kronos, financial applications, etc.

Ability to understand and follow complex written and verbal instructions.

Ability to learn codes, regulations, and procedures of assigned area.

Ability to make difficult mathematical computations accurately.

Ability to provide information correctly and concisely.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.