Administrative Specialist

Under general supervision, performs a variety of responsible administrative, clerical, customer service, records, permitting, planning, zoning, code enforcement, and departmental support duties for the Community Development Department. Provides administrative support to department staff, division supervisors, the Community Development Director, boards, commissions, applicants, property owners, contractors, developers, and the general public.

Duties may include typing and formatting correspondence, memos, reports, forms, charts, agendas, minutes, notices, public hearing materials, and other departmental documents; answering telephones; greeting visitors; responding to public inquiries; receiving citizen requests or complaints; scheduling meetings and appointments; maintaining departmental records and files; entering and retrieving data from computer systems; and assisting with the day-to-day administrative operations of the department. Assists with preparation and processing of departmental documents, including purchase orders, vouchers, invoices, payroll records, budget materials, expenditure tracking, reports, meeting packets, permit-related documents, planning and zoning materials, and other administrative records. May assist with preparation of annual operating and capital improvement budget information, monitor departmental expenditures, review bills and invoices, and coordinate with vendors or other departments to resolve routine billing or administrative issues. Prepares, maintains, and organizes routine and confidential records, reports, correspondence, applications, permits, meeting materials, notices, and files. May take, transcribe, and distribute notes or minutes from meetings; assist with agendas and packets for boards or commissions; update departmental forms, procedures, records, and publications; compile information for administrative reports; and perform research or data gathering for assigned projects. Provides information to departmental staff, other City departments, outside agencies, applicants, property owners, contractors, developers, neighborhood representatives, and the general public in accordance with applicable City policies and procedures. Operates standard office equipment and uses a variety of computer programs and software systems to complete assigned work. Performs other related duties as assigned and may assist other administrative staff within the department as needed.

Education and Experience:

High school diploma or GED; and three to five years of progressively responsible clerical, administrative, customer service, records management, permitting, planning, zoning, code enforcement, or office support experience; or any combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications:

Notary Public preferred, but not required, unless assigned departmental duties require notarization.

Knowledge of:

City and departmental policies and procedures; general office procedures, practices, and equipment; recordkeeping, report preparation, filing methods, and records management techniques; business English, spelling, grammar, punctuation, and vocabulary; standard business arithmetic; basic accounting and budgetary practices; customer service practices; basic permitting, planning, zoning, code enforcement, and public hearing processes; and computer applications related to the performance of the essential functions of the job.

Skill in:

Using tact, discretion, initiative, and independent judgment within established guidelines; accurately entering and retrieving data and information; preparing, formatting, and proofreading correspondence, reports, forms, agendas, minutes, notices, meeting packets, and other documents; maintaining organized and confidential records; communicating clearly and effectively, both orally and in writing; providing courteous service to the public and City staff; operating general office equipment; using word processing, spreadsheet, database, email, permitting, records, and agenda management software applications; and typing at a rate of 45 net words per minute, or as determined by the department.

Mental and Physical Abilities:

Ability to understand and carry out oral and written instructions with attention to detail and accuracy; organize work, prioritize assignments, and meet deadlines; respond to routine and non-routine inquiries; establish and maintain effective working relationships with employees, supervisors, elected and appointed officials, applicants, property owners, contractors, developers, vendors, outside agencies, and the general public; maintain confidentiality of sensitive information; prepare routine and non-routine reports and correspondence; and deal with administrative problems involving several variables within established procedures. While performing the essential functions of this job, the employee is regularly required to sit, walk, use hands to finger, handle, or feel, reach with hands and arms, talk, and hear. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities may include close vision and the ability to review written and electronic documents for accuracy.

Working Conditions:

Work is performed in a normal office environment with little exposure to outdoor temperatures, dirt, or dust. The work environment is typically moderately quiet, but may include frequent interruptions, public contact, deadlines, public meeting preparation, permit or application deadlines, and work involving confidential or sensitive information. Must be able to work in a professional office environment where constructive feedback from others is encouraged. Must maintain regular and acceptable attendance and be available to work such hours as the City determines are necessary to meet departmental needs.