SENIOR ADMINISTRATIVE SPECIALIST (NON-COMPETITIVE)

City-of-Cincinnat; Cincinnati (OH); On-site; USD 50,000 - 75,000; Full time

Job summary

City of Cincinnati seeks a Senior Administrative Specialist to support the CARE Team within the Commercial Services Division. The role involves managing staff, handling complex administrative duties, and engaging with community partners and customers.

Strong communication and data analysis skills are essential. Responsibilities include reviewing applications for assistance programs, ensuring policy compliance, and supporting budget development and program evaluation.

Responsibilities

• Lead and supervise staff to meet work objectives and ensure policy compliance.
• Review and process complex administrative tasks including budget and program administration.
• Prepare and deliver clear written and oral communications.
• Interpret and apply city, state, and federal regulations relevant to the role.

Job description

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.

(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, affirmative 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).

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;
• 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;
• 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.