Administrative Specialist

City of Pasadena, CA; Pasadena (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

The City of Pasadena seeks an Administrative Specialist to handle payroll, procurement, and admin support across multiple departments in a fast-paced public service environment.

The ideal candidate will have payroll experience in a public agency, familiarity with MOUs, and ability to manage accounting, budgeting, and vendor payments; typing test required; multiple vacancies exist in various departments.

Qualifications

• Associate's degree in administration, accounting, personnel management or equivalent.
• Five years of progressively responsible administrative, financial, or clerical experience.
• Familiarity with payroll, MOUs, and public sector policies.

Responsibilities

• Review payroll transactions for compliance with MOUs and policy; finalize time rolls and personnel actions.
• Process requisitions, purchase orders, and vendor invoices; track budgeting and funding sources.
• Maintain employee files and benefits paperwork; support HR and finance processes.
• Assist in budgeting, cost analysis and financial reporting; respond to accounting policy questions.
• Support purchasing and grant-funded initiatives and provide backup administrative support.

Skills

Payroll experience

Financial management

Administrative support

Collaboration

Education

Associate's degree

Tools

Tyler Munis

Microsoft Excel

Job description

The City of Pasadena is seeking skilled and passionate Administrative Specialists to join our team. In this role, you will perform a variety of financial management tasks, including complex payroll and procurement functions, while providing essential administrative support to management across multiple departments. This is an excellent opportunity for detail-oriented professionals who thrive in a collaborative, fast-paced public service environment.

IDEAL CANDIDATE

The ideal candidate will possess prior payroll experience, preferably in a public agency, with familiarity in interpreting various Memoranda of Understanding (MOU) provisions related to employee compensation and benefits. The Administrative Specialist will perform complex analytical, administrative, and financial management processes, as well as provide administrative support, collaborate with management and professional staff, and support purchasing and accounts payable functions. Some of the administrative functions include grant-funded initiatives.

Must type 45 net words per minute with 95% accuracy. Please note that qualified applicants will be invited to take an online typing test administered by the City. Applicants that do not receive a passing score on the online typing test will not be considered for further consideration. Please do not attach a typing certificate to your application. Current City of Pasadena employees who hold a position that requires the same or more words per minute are not required to take the online typing test. Employees are responsible for verifying the typing requirement for their current classification.

Please note: This examination is authorized as Promotional and Open Competitive, with the promotional eligibility list taking precedence.

The major responsibilities of this position are listed below. For more detailed information, please review the Administrative Specialist job description.

• Reviews payroll/personnel transactions and makes necessary corrections; reviews the more difficult and complex payroll transactions for compliance with MOU provisions and City and department policy and procedures; calculates and reconciles employee time accruals; reviews for accuracy and approves time rolls; completes and processes personnel action forms for the department, including new-hire offer letters and forms, changes of status, changes in benefits and salary, and application of bilingual and skill pay.
• Performs accounting, statistical, and financial recordkeeping duties; receives, analyzes and approves for payment routine to complex requisitions/purchase orders and vendor invoices; creates records and codes and inputs data into departmental and City tracking systems and databases; prepares and processes requisitions and purchase orders; validates invoices against contract terms; calculates budget usage and account percentages and tracks multiple funding sources; assists in budget tracking and forecasting; responds to questions regarding accounting policies and procedures and the status of specific vendor payments; monitors and tracks petty cash and purchase cards.
• Oversee the department's application of personnel regulations and procedures, Memoranda of Understanding (MOU's) as they apply to areas of assigned responsibilities; develops and supervises the maintenance of employee personnel files and databases for the department; oversees completion of workers' compensation and leave of absence paperwork.
• Acts in a liaison capacity for employees with the Human Resources and Finance departments; serves as a source of information to employees regarding provisions of the City's benefits plans, MOU provisions and City and department policy and procedures; researches and resolves personnel and payroll-related issues; trains department employees on new personnel policies, procedures and programs.
• Research, compiles, and prepares statistical records and reports; prepares position control and vacancy reports; prepares salary/overtime analysis; performs routine budget, cost-benefit and other types of financial analysis.
• Adapts quickly to changing technology platforms used daily for timekeeping, workers compensation, staff onboarding, financial and personnel management, etc.
• Serves as back-up for administrative duties as needed.
• Performs related duties as assigned.

COMPETENCIES

The following list represents the core competencies needed for success in this position.

• Action & Results Focus -Initiating tasks and focusing on accomplishment.
• Adaptability- Responding positively to change and modifying behavior as the situation requires.
• Critical Thinking- Analytically and logically evaluating information, propositions, and claims.
• Customer Focus- Attending to the needs and expectations of customers.
• Self-Management- Showing personal organization, self-discipline, and dependability.
• Fact Finding- Obtaining facts and data pertaining to an issue or question.
• Teamwork- Collaborating with others to achieve shared goals.

EDUCATION AND EXPERIENCE

Minimum Qualifications:

• Graduation from an accredited two-year college with an Associate's degree in administration, accounting, personnel management or another relevant field; and
• Five (5) years of progressively responsible experience in administrative, financial, or clerical support or equivalent combination of training and experience.

Desirable Qualifications:

• Knowledge of basic accounting, human resources, and payroll terminology
• Tyler Munis software experience
• Proficient with Microsoft Excel

SELECTION PROCESS

The selection process will consist of an evaluation of training and experience and the most highly qualified candidates will be invited to participate in an online typing test, a written examination, and then a selection interview with the department.

VACANCY INFORMATION

There are currently three full-time vacancies in the City:

One vacancy in the Public Health Department

One vacancy in the City Clerks Office

One vacancy in the Pasadena Water and Power

The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future.

Candidates selected for this position are subject to a one-year probationary work period.

Must possess a valid California Class C driver's license and comply with the City's Motor Vehicle Safety Policy during the course of employment.

Type net 45 words per minute with 95% accuracy or above.