ADMINISTRATIVE SPECIALIST

City of Columbia SC; Columbia (SC); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Complete benefits package

Job summary

The City of Columbia SC is seeking a highly capable administrative and clerical assistant to support department management and ensure efficient office operations.

The role represents the City to the public, delivers professional customer service, prepares reports and correspondence, maintains training records, and coordinates meetings and filing systems in a busy, sedentary office environment.

Qualifications

• Minimum requirements: High school diploma or GED; four years of relevant prior experience; may be required to type 30 corrected WPM; valid South Carolina Class “D” Driver’s License.
• Knowledge of HR policies, procedures, laws and standards related to employees; ability to prepare routine and confidential reports and correspondence.
• Ability to gather, organize and analyze data and provide guidance to others; strong communication and customer service skills.
• Knowledge of office machines and software; ability to perform supervisory tasks and coordinate activities across departments.

Responsibilities

• Provides administrative support to assigned supervisor, including scheduling meetings and preparing reports and correspondence.
• Maintains department filing system and coordinates meeting agendas, packets, and minutes.
• Updates training records in Target Solutions and monitors compliance and completion.
• Assists with HRIS, employee relations, benefits, compensation, and organizational development.
• Coordinates procurement in IFAS and tracks goods and services.
• Acts as liaison between supervisor and staff, attends meetings, and represents supervisor when needed.

Skills

Data entry

Procurement

HR policies

Administrative support

Customer service

Education

High school diploma or GED

Tools

IFAS

CMMS

Target Solutions

Cityworks

Job description

Description

This position provides highly responsible administrative and clerical assistance to assigned department management, ensuring effective and efficient office operations; represents the City to the public and provide professional, courteous customer service at all times; and performs related duties as assigned. The incumbent works within a general outline of work to be performed, and develops work methods and sequences under general supervision.

Description

This position provides highly responsible administrative and clerical assistance to assigned department management, ensuring effective and efficient office operations; represents the City to the public and provide professional, courteous customer service at all times; and performs related duties as assigned. The incumbent works within a general outline of work to be performed, and develops work methods and sequences under general supervision. The work is considered sedentary in nature and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: fingering, grasping, handling, hearing, mental acuity, repetitive motion, speaking, talking, visual acuity, and walking. Work environment involves exposure to no known environmental hazards; and is relatively safe, secure, and stable.

Essential Job Functions

• Provides administrative support to assigned supervisor, performing such duties as scheduling and coordinating meetings, researching and compiling data for reports, composing and/or preparing routine and confidential reports, presentation materials and correspondence, etc.;
• Evaluates office operations and makes recommendations for changes in order to maintain office productivity and efficiency;
• Assists supervisor in planning and implementing various department programs, activities and services and training as assigned;
• Assists with departmental development, HRIS, employee relations, training and development, benefits, compensation, organizational development;
• Serves as division Administrator of Target Solutions which includes creating new login credentials, training new hires and refresher training when necessary; password resets, and deletion of inactive users, etc.;
• Manages and maintains training records in Target Solutions to include uploading SOP’s, certifications, completion rosters;
• Prepares weekly and monthly reports generated from Target Solutions and monitors completion and past due training;
• Assists with divisional needs in Cityworks by entering and closing service requests and work orders along with maintaining and updating the information in CMMS;
• Establishes and maintains the department’s filing system;
• Attends meetings; prepares meeting agendas and packets; prepares and distributes meeting minutes; provides administrative support to various committees as required;
• Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; greets and assists office visitors;
• Receives, researches and responds to inquiries, requests for assistance and concerns from other City departments, agencies, organizations, professionals and the public; assists supervisor in coordinating department activities with those of other departments and agencies as appropriate;
• Assists with procurement requests of goods and services in IFAS; track and receive on goods and services in IFAS;
• Serves as the liaison between supervisor and others;
• Attends staff, committee and City meetings as required; may represent supervisor at various meetings as requested;
• Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills; and
• Performs other related duties as assigned.

Qualifications

MINIMUM REQUIREMENTS TO PERFORM WORK

• High school diploma or GED;
• Four (4) years of relevant prior experience;
• May be required to type 30 corrected wpm;
• Valid South Carolina Class “D” Driver’s License.

Knowledge, Skills, And Abilities

• Knowledge of basic algebra involving variables and formulas and/or basic geometry, and/or computing discounts and interest rates;
• Ability to assist in procurement requests of goods and services in IFAS; track and receive on goods and services in IFAS;
• Knowledge of human resources policies, procedure laws, and standards to new and existing employees;
• Ability to gather, organize, analyze, examine or evaluate data or information and may prescribe action based on such data or information;
• Ability to provide information, guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistants;
• Ability to handle or use machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner;
• Ability to perform skilled work involving rules/systems with almost constant problem-solving;
• Ability to perform supervisory work involving policy and guidelines, solving both people and work related problems;
• Ability to read technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word form;
• Ability to perform professional level work requiring the application of principles and practices in a wide range of administrative, technical or managerial methods in the solution of administrative and technical problems; or the coordination of supervisory level work; requires general understanding of operating policies and procedures and the ability to apply these to complex administrative problems; requires continuous, close attention to detail for accurate results and frequent exposure to unusual pressures; and
• Ability to guide others, requiring frequent decisions affecting co-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures but with many variations from the routine.

The City of Columbia is proud to offer a complete benefits package to full-time employees. This package includes health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

Part-time or temporary employees, including interns, are not eligible for City benefits.