SENIOR ADMINISTRATIVE SPECIALIST (NON-COMPETITIVE)

City of Cincinnati; Cincinnati (OH); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health Insurance

Training programs

Life Insurance

Job summary

The City of Cincinnati is seeking a Senior Administrative Specialist to support the CARE Team in the Commercial Services Division. You will handle advanced administrative tasks, assist with customer outreach, review applications for assistance programs, and ensure compliance with policies, procedures and budgets.

You will lead staff under supervision, manage workflow, and engage with social services providers to support utility customers and program administration while maintaining

Qualifications

• Knowledge of English grammar, standard formats and reporting.
• Understanding of budget preparation, administration and financial analysis.
• Experience with federal grant administration and contract compliance.
• Proficiency in MS Office including Word, Excel and PowerPoint.

Responsibilities

• Lead, review and participate in work of staff performing advanced administrative duties.
• Attend customer outreach events and engage with social services providers.
• Review and approve assistance program applications and related tasks.
• Support CARE Team with data analysis, policy interpretation and process improvement.

Skills

Staff management

Prioritization

Education

60 credit hours in related fields

Bachelor's degree with related coursework

Three years of administrative experience

Tools

Microsoft Office

Job description

General Statement of Duties

The Senior Administrative Specialist will report to the CARE Team Manager (Supervising Management Analyst) in the Commercial Services Division and will perform a variety of administrative tasks involving the support of the CARE Team. The CARE Team is responsible for specialized customer support including the oversight of the Utility’s customer assistance programs, payment plan portal, emergency response to impacted customers, and direct customer outreach. The section is also charged with building and sustaining the Utility’s relationship with social services providers in the communities we serve. The Senior Administrative Specialist may attend customer outreach events throughout the Utility’s service area, handle direct communication with customers, review and approve assistance program applications, and other duties related to the support of the CARE Team.

The ideal candidate demonstrates strong customer resolution skills, experience in community engagement, dynamic public speaking ability, technical proficiency with workflow and enterprise assets management systems, and the capacity to remain flexible and open-minded during challenging situations.

Leads, reviews and participates in the work of staff responsible for performing advanced-level professional work involving the application of independent judgment to ensure compliance with established policies and procedures, which may include personnel management, budget development/administration, program planning; management or organizational analysis studies, and other related administrative duties; and conducts a variety of professional level analytical and technical activities.

Minimum Qualifications (KSAs)

(Illustrative only. Any one position may not require all of the listed KSAs nor do the listed examples include all the KSAs which may be required.)

Knowledge Of

• Standard English, grammar and usage; standard correspondence and report formats.
• Principles of quantitative and qualitative analysis; principles of financial analysis.
• Principles and practices of budget preparation and administration; accounting principles.
• Management and administration of federal grant monies.
• Use of Microsoft Office Software including Word, Excel and Power Point.
• Pertinent City, state and federal laws, codes and regulations.
• Civil Service Rules; City Human Resources Policies and Procedures; EEO, ADA, Affitive Action; union contracts; and other technical procedural materials related to departmental business.
• Conflict resolution techniques; negotiation techniques.
• Principles and practices of human resource management.
• Principles of lead supervision and training.

Skill To

• Manage staff to accomplish work objectives.
• Establish work priorities.

Ability To

• Assign, direct and evaluate the work of subordinate staff; supervise subordinate staff.
• Process complex information while maintaining attention to detail; perform complex analyses of problems and formulate solutions to such problems.
• Communicate clearly and concisely, both orally and in writing.
• Make decisions based on data analysis and observation.
• Interpret, explain and apply pertinent City, state and federal laws, regulations, ordinances, policies and procedures; interpret and apply rules of contract compliance.
• Apply various criteria to evaluate contract bids and recommend selections.
• Maintain confidentiality of City information.
• Conduct investigations as appropriate.
• Resolve disputes; negotiate compromises; negotiate union contract agreements.
• Operate a computer in performance of assigned duties.
• Operate assigned vehicle in performance of job duties (as required).

Required Education And Experience

Each applicant must satisfy one of the following qualification options:

Have three years of experience as an Administrative Specialist, Assistant Supervisor of Customer Service, Contract Compliance Specialist, Emergency Services Dispatch Supervisor, Management Analyst, or equivalent classification with the City of Cincinnati and have successfully completed 60 semester credit hours in any combination of the following course areas: English composition, economics, finance, human resources, psychology, sociology, business administration, public administration, accounting, or a related field;

OR Have Two Years Of Experience As An Administrative Specialist, Assistant Supervisor Of Customer Service, Contract Compliance Specialist, Emergency Services Dispatch Supervisor, Management Analyst, Or Equivalent Classification With The City Of Cincinnati And a Bachelor's Degree With Coursework In The Above Mentioned Areas

OR Have three years of experience in professional work involving compliance, personnel management, budget development or administration, program evaluation and management, budget development or administration, program evaluation and management, strategic planning, or other administrative work and a Bachelor's degree with coursework in the above mentioned areas.

Two years of experience may be used to substitute for up to 30 credit hours of the education requirement.

Other Requirements

Possession of or ability to obtain, a valid driver's license may be required.

Military Education & Experience Evaluation

Military education and experience may be substituted for college level course work at the lower and upper division baccalaureate and graduate levels and apprenticeship training at the vocational certificate level on a case by case basis based on the American Council on Education (ACE) Military Guide recommendations.

Environmental Conditions

Indoor and outdoor environments; exposure to office computer screens; exposure to extremes in weather conditions; automobile travel within the City may be required.

Physical Conditions

Duties require maintaining physical condition necessary for sitting, standing and walking for prolonged periods of time; light lifting and carrying; general manual dexterity required; must be able to operate assigned vehicle.

The below information is solely intended as a summary of the benefits available and is subject to change. Not all benefits listed are available for every position. Benefits can vary depending on applicable labor agreements and/or salary plan. For specific questions, contact the HR Contact indicated on the Job Posting.

The City of Cincinnati offers its employees competitive salaries and a comprehensive benefit package designed to actively attract and retain quality employees' to add additional value to the City of Cincinnati's workforce. A summary of these benefits for full-time employment is listed below. This is a general listing of benefits for all employees and is not intended to be a comprehensive listing for all bargaining units.

The City offers a variety of training programs, ranging from job-specific skills such as computer and equipment instruction, to helping supervisors improve their management techniques.

Equal Employment Opportunity

The City of Cincinnati is dedicated to providing equal employment without regard to race, gender, age, color, religion, disability status, marital status, sexual orientation or transgendered status, or ethnic, national or Appalachian origin, or on the basis of any other category protected under federal, state and local laws.

Holidays

• New Year's Day
• Martin Luther King Day
• President's Day
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Veterans' Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas

Health Insurance

The City of Cincinnati 80/20 offers 3 medical plans to all full time City of Cincinnati employees and eligible dependents: the 80/20 PPO medical plan, the HDHP medical plan with an HSA contribution, and a Health Reimbursement Arrangement for those enrolled on another non-city eligible group plan.

Eligible Dependents Include

• Legal Spouse or Equal Partner
• Child (natural child, adopted child, and/or child who the group has determined is covered under a "Qualified Medical Child Support Order")
• Step-child
• Child for whom the employee or employee's spouse/equal partner is a legal guardian

Basic Life Insurance

A $50,000 Basic Life Insurance policy is paid for by the City for certain eligible employees. Full time employees not eligible for the City-paid basic life insurance policy are generally provided a similar benefit through their union group.

Supplemental Life, Long Term Disability, Accident & Critical Illness Insurance

Most full time City employees are eligible to participate in a supplemental life insurance program, a long term disability plan, and accident and critical illness insurance programs at their own expense. Premiums are determined by age, amount of coverage, and various additional factors.

Flexible Benefits Plans

Healthcare Flex Spending Account City employees can participate in the Healthcare Flex Spending Account that can be used to pay out-of-pocket medical, prescription, dental, and vision care expenses for employees and family members.

Dependent Care Flex Spending Account City employees can participate in a Dependent Care Flex Spending Account that can be used to pay work-related dependent care expenses. Participants can set aside money each year through pre-tax payroll deductions to pay for these expenses.

Transportation Expense Reimbursement Account City employees can participate in a Transportation Expense Reimbursement Account (TERA) that can be used to reimburse expenses related to traveling to and from work. Participants can set-up a pre-tax payroll deduction up to an IRS regulated amount.

Healthy Lifestyles Program

City employees can voluntarily participate in a wellness incentive program that encourages and rewards employees and their spouses/equal partners for making positive choices for better health. The City of Cincinnati will contribute up to $300/year to a Health Reimbursement Account for each the employee and their spouse/equal partner for meeting specified program goals. These dollars can be used to offset qualified out-of-pocket medical expenses.

Integrated Health Reimbursement Arrangement (HRA)

This is a voluntary program that serves as an alternative healthcare option to traditional medical plans. If you have alternate group health coverage available to you through a spouse, equal partner, another job, or a non-city retirement plan, you may be eligible for this plan which reimburses you for the difference in premiums between the plans and your covered out of pocket expenses on the other plan.

Retirement Plan

The City provides a defined benefit pension plan for part-time and full-time employees. New hires and re-hired employees are required to participate in the City of Cincinnati's Retirement System (CRS), regardless of previous participation in an Ohio State pension system or any another state or federal pension system. CRS is funded by employer and employee contributions, and investment returns from plan assets. CRS provides retirement and health care benefits subject to eligibility requirements. The following groups are excluded from participation in CRS: Mayor and Members of City Council; Sworn Police & Fire; Police Recruits; and Rehired Ohio Police & Fire Retirees.

Deferred Compensation

As an Ohio government employer, the City offers employees the ability to participate in a 457(b) tax-deferred retirement savings plan. The City makes an annual match to your 457(b) of up to $750, or as otherwise specified in applicable regulations and union contracts.