ADMINISTRATIVE SPECIALIST - RECREATION

City of Manteca; Manteca (CA); Sur place; USD 42 000 - 66 000; Plein temps

Résumé du poste

City of Manteca is seeking a journey-level Administrative Specialist to provide specialized para-professional support for departmental projects. The role includes handling communications, reports, budgeting, and records management, while ensuring compliance with applicable laws.

Responsibilities include coordinating meetings, preparing invoices and financial reports, and maintaining comprehensive logs. A valid California Driver’s License is required, with overtime as needed in a city government

Qualifications

• Associate degree or equivalent plus four years of clerical office experience.
• Minimum four years of responsible clerical office support experience with frequent public contact.
• Must possess a valid California Driver’s License, to be maintained throughout employment.

Responsabilités

• Provide specialized secretarial and administrative support to relieve management from clerical work.
• Coordinate meetings, conferences, and travel arrangements for management staff.
• Prepare and process purchase orders, invoices, and related expenditures.
• Maintain logs and records related to department programs and activities; ensure data accuracy.
• Assist in developing and administering budgets and conducting budget transactions.
• Prepare memoranda, letters, summaries, and reports; respond to correspondence.
• Ensure compliance with Brown Act and maintain meeting records.

Connaissances

Customer service

Communication

Research & analysis

Office organization

Independent judgment

Formation

Associate degree

Outils

Microsoft Office

Description du poste

***THIS RECRUITMENT MAY CLOSE PRIOR TO THE ADVERTISED DEADLINE ONCE WE REACH A SUFFICIENT NUMBER OF APPLICANTS***

DEFINITION

Under direction, provides specialized para-professional administrative support duties to assigned departmental projects and programs; receives, reviews, and prepares responses to communications from the public; conducts research and analysis and prepares a variety of reports and documents in support of departmental/division goals; develops, summarizes, and maintains administrative and fiscal records; and performs similar duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned supervisory or management personnel. May exercise technical and functional direction over and provides training to junior staff.

CLASS CHARACTERISTICS

This journey-level classification is responsible for independently performing specialized technical administrative support duties for assigned departments, divisions, or functions. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

Essential Duties:

Management may amend duties pursuant to the Americans with Disabilities Act (ADA) so qualified employees can perform the essential functions of the job.

• Performs varied and specialized secretarial and administrative assistant duties to relieve management from having to perform administrative and clerical work; plans, coordinates, and organizes office activities; ensures smooth operations of assigned office(s); maintains management schedules; coordinates meetings, conferences, and travel arrangements for management staff.
• Receives visitors, including administrators, City staff, and the public, and provides information or directs to appropriate personnel; responds to inquiries with detailed and technical information concerning policies and procedures where judgment, knowledge, and interpretation of office and City procedures and regulations are required.
• Prepares various reports and responses for department heads and division management regarding budget, public records requests, service requests, internal requests for information, contracts and contract amendments, completion of projects, proposals, grant opportunities, and contract issues.
• Performs technical accounting/bookkeeping work; verifies and computes financial data; tracks and maintains expenditures on contracts and purchase orders; prepares billing invoices, processes accounts payable/receivable, prepares financial reports and statements, and maintains and balances accounts, as assigned.
• Prepares and processes various complex documents requiring knowledge of the department, division, or program functions, which may include, but are not limited to, Develop and implement office forms for both internal and external customers, develop and implement Standard Operating Procedures (SOPs), invoices, work orders, applications, claims, meeting agendas and minutes, correspondence, reports, contracts, agreements, legal/official documents, and bid documents.
• Participates in the preparation and presentation of department and division budgets; maintains, monitors, and inputs budget tracking and controls; forecasts budget expenditures and revenues; conducts internal auditing processes; compiles financial documents and performs budget transactions; performs analysis on various accounts as needed for auditing and other purposes.
• Performs research and analysis on administrative, fiscal, and operational problems or issues; prepares technical reports to interpret data, identify alternatives, and make and justify recommendations.
• Prepares purchase orders and purchase requisitions; processes invoices and change orders; confirms contract amendments.
• Prepares memoranda, letters, summaries, check requests, labels, mailing envelopes, lists, and reports; responds to written correspondence.
• Maintains a variety of logs and records related to department programs, financial activity, personnel, and assigned duties; ensures accuracy and completeness of data, records, reports, and files; establishes and maintains filing systems; coordinates the destruction of records, as assigned.
• Acts as commission or function secretary, as directed; coordinates meeting logistics; prepares and distributes meeting agendas; takes meeting minutes; ensures legal compliance of the Brown Act; maintains records including documents, public hearing notices, minutes, and resolutions.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• May be assigned duties related to social media and website management.
• May be assigned duties related to education and outreach through public meetings, events, communications, and presentations.
• Performs other duties as assigned.

Knowledge of:

• General principles and practices of municipal government budget preparation, monitoring, and administration.
• Research and reporting methods, techniques, and procedures.
• Basic budget principles for monitoring and tracking revenue and expenditures for assigned areas.
• Principles and practices of contract monitoring for operational and fiscal purposes.
• City procurement principles and practices.
• Principles and practices of business correspondence and report writing.
• Research methods in assigned area.
• Principles and procedures of record keeping, document processing, and filing systems.
• Business administration practices.
• City-wide policies, processes, and procedures.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area(s) of responsibility.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Prepare clear and concise correspondence and reports on a variety of financial, budgetary, and administrative issues.
• Calculate figures and perform standard mathematical functions.
• Understand, interpret, explain, and apply programs, regulations, procedures, and guidelines.
• Handle sensitive and confidential information.
• Prepare and process purchase orders, purchase requisitions, reimbursements, invoices, and related expenditures.
• Research, analyze, and evaluate programs, policies, and procedures.
• Assist in developing and administering a division budget.
• Interpret, apply, and explain applicable federal, state, and local laws, codes, regulations, policies, technical processes, and procedures.
• File and maintain automated and hardcopy records with accuracy.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of education and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

• Equivalent to an associate degree from an accredited college or the completion of the twelfth (12th) grade, supplemented by specialized training and four (4) years of responsible clerical office support experience.

Experience:

• Minimum of four (4) years of responsible clerical office support experience to include frequent public contact.

Licenses and Certifications:

• Possession of a valid California Driver’s License, to be maintained throughout employment.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 45 pounds or heavier weights on an occasional basis, in all cases with the use of proper equipment and/or assistance from other staff.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures.

WORKING CONDITIONS

City employees are expected to work overtime, weekends, evenings, and holidays as required to accommodate the City’s needs, in addition to responding as a Disaster Services Emergency Worker (California Government Code Section 3100-3109).