Administrative Specialist

City of Pasadena; Pasadena (CA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health insurance

CalPERS retirement

Paid leave

Life insurance

Vision & disability benefits

Flexible spending accounts

Employee assistance program

Job summary

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

The ideal candidate has payroll experience in a public agency, understands MOUs, and can handle complex transactions, timekeeping, and budget tracking. Typing tests and open/promotional examinations are part of the process.

Qualifications

• Associate's degree or higher plus five years of progressive administrative/financial experience.
• Experience with payroll and MOUs in a public agency preferred.
• Familiarity with accounts payable, procurement, and budget forecasting.

Responsibilities

• Review payroll and time accruals; ensure compliance with MOU provisions and policies.
• Process requisitions, purchase orders, and vendor invoices; track funding sources.

Skills

Payroll processing

Accounts payable

Budget tracking

Procurement

Financial analysis

Communication

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.

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

Essential Functions

• 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.

Qualification Guidelines

COMPETENCIES

• 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.

Special Requirements

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.

Retirement

The City of Pasadena contracts with the California Public Employees’ Retirement System (CalPERS) to offer a defined benefits program for eligible employees.

”New” CalPERS members are subject to the provisions of the Public Employees’ Pension Reform Act of 2013 (PEPRA) and receive the following benefit formula: 2% at 62

“Classic” members of CalPERS receive the following benefit formula: 2.5% at 55

Deferred Compensation

The City offers a 457(b) deferred compensation plan to help employees save for their retirement and supplement their CalPERS pension. Employees can defer salary with pre-tax or Roth after-tax deductions.

Health Insurance

The City contracts with CalPERS to offer several comprehensive health plans that include Health Maintenance Organization (HMO) plans and Preferred Provider Organization (PPO).

Other Benefits include

• Dental Insurance (HMO and PPO plans offered)
• Paid leave (holidays, sick leave, vacation leave)
• City-paid Life insurance
• Voluntary vision, life, accident, critical illness and long- term disability insurance
• Medical & Dependent Care Flexible Spending Accounts
• Free Employee Assistance Program
• Employees participate and pay into EDD’s state disability insurance/paid family leave program
• These benefits may vary for employees whose FTE is less than .75 or work less than 30 hours per week.