Administrative Specialist

JOB
THE CITY OF PALM SPRINGS IS EXCITED TO ANNOUNCE THE OPPORTUNITY FOR THE POSITION OF ADMINISTRATIVE SPECIALIST!Salary Note: Although the full salary range for this position is provided, appointments are made at the range minimum.THE CITY: Palm Springs, located in the Coachella Valley, is known for its luxurious yet relaxed lifestyle. Picture waking up to fresh air, surrounded by palm trees, and enjoying stunning mountain views. This city offers a perfect blend of nature and modern living for both residents and visitors. Palm Springs is ideal for families, offering numerous parks, gardens, and nature reserves for leisurely activities and wildlife encounters. With a wide range of attractions and events, there’s always something fun for everyone in the family. To see the exciting things going on visit the Engage Palm Springs website. The City of Palm Springs is committed to cultivating a diverse, equitable, and inclusive workplace, from policies to inclusive healthcare, and making people of various backgrounds feel welcome and supported. To view our recent Human Rights Campaign, visit the Municipal Equity Index website.THE POSITION: This position performs the full range of highly complex, responsible, and specialized administrative and support functions; coordinates and manages the office administrative functions of the department; acts as the primary point of contact for the department to resolve complex issues and concerns; creates, analyze, and maintains complex reports, records, and confidential files; interacts with and collaborates with City management and staff on a variety of technical matters; provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures; performs technical support work.

EXAMPLE OF DUTIES
Essential and other important responsibilities and duties may include, but are not limited to, the following: Provide responsible and highly complex administrative work with a significant degree of independent accountability in support of a department's functions and processes; plan, organize, and coordinate activities to assist department managers.Plans, directs and coordinates the work for assigned functions; assigns projects and program areas of responsibility; provides direction and supervision on key projects; reviews and evaluates work methods and procedures; and meets with key staff to identify and resolve problems.Perform department liaison functions; communicate with various groups to provide detailed information of department and program policies and procedures; receive calls and tactfully handle inquiries regarding department functions and responsibilities; research and respond to requests; organize and assist with activities, special projects, meetings, Commissions, Committees, and workshops.Trains staff on office policies and procedures and use of department forms; prioritizes and schedules duties and assignments; provides backup support to other department administrative support staff.Schedule, attend, and operate a variety of meetings; prepare and compile agenda packets; take and prepare minutes; present or disseminate information as appropriate; manage and coordinate special events; maintain multiple calendars.Plan, direct, design, create, and edit a variety of documents, including detailed and often confidential correspondence, letters, forms, logs, spreadsheets, presentations, agendas, reports, memoranda, procedural manuals, draft regulations, statistical charts, memos, lists, forms, schedules, flyers, and event materials. Create, develop, maintain, and update specialized and custom forms, databases, logs, files, records, and reports to support technical work processes in areas of assigned responsibility; design, develop, and maintain spreadsheets requiring data interpretation and manipulation.Receive timecards and other personnel information; review information for accuracy and completeness; process payroll; maintain confidentiality.Create and manage website content; independently compose communication related to assigned responsibilities.Provide information on City or departmental policies and procedures; provide front counter assistance including providing information; respond to and resolve sensitive complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities. Research and compile data for specialized reports and special projects; ensure data accuracy; compile and prepare reports.Organize and maintain accurate and detailed databases, files, and records; verify accuracy of the information and research discrepancies; ensure compliance with established records retention schedules.Maintain and order office supplies; research and recommend new vendors, products, and software; troubleshoot and train users in department applications, processes, and city administrative policies as needed.Provide support and work with department staff to prepare project and technical specifications and scopes of work as well as project cost and time estimates; create, manage and update contracts and request for proposals (RFP’s); ensure compliance with procurement procedures, verify that contractors meet City requirements, and prepare staff reports with recommendations.Manage and prepare contracts; ensure compliance with procurement procedures; maintain, develop, and implement department filing systems and records; modify systems as appropriate; Manage, direct, audit, and maintain records and electronic systems; input and retrieve data and text; run and analyze complex reports; organize and maintain office storage and filing.Provide significant support in the preparation and administration of the assigned department budget; monitor against expenditures including reviewing and processing purchase requisitions and purchase orders; recommend modifications or adjustments as appropriate; manage bookkeeping, financial, and/or cost records.Research, summarize, and interpret data from various sources and prepares a variety of reports according to established procedures and practices; submit reports to various local, state, and federal regulatory agencies.Perform technical accounting and financial support work such as monitoring budgets and accounts, maintaining petty cash, and processing purchase orders, payment vouchers, check requests, and invoices.Assist management in performing and conducting studies and special projects; collect and compile data; prepare draft reports; make recommendations for changes in departmental administrative procedures, policies, and programs. Responsible for grant writing; create, review, and research grants in compliance with federal, state, and other funding agencies and City accounting and reporting requirement, as applicable laws, regulations, and statutes. Marginal Functions: May serve as recording secretary and provides staff support for assigned boards, committees, and commissions; prepares, posts, and distributes public hearing notices, agendas, and informational packets; coordinates meeting logistics and room set-ups; attends meetings; takes and transcribes minutes and processes action items; prepares and posts public and legal noticing related to board, committee, and commission actions.Perform related duties and responsibilities as required.

SUPPLEMENTAL INFORMATION
A completed application, resume, and supplemental questionnaire are required by the closing date and time. As a candidate for the position, you will want to be sure your application accurately reflects your skills and abilities as they relate to the position to achieve maximum opportunity. Applications will be reviewed carefully, and only those who appear to have the best qualifications will be invited to continue in the selection process. Minimum requirements must be clearly demonstrated on the application to be considered as this information will be used to determine minimum qualifications. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. Resumes and other documents may be submitted, however they will not be used to determine minimum qualifications, please do not use phrases such as "see attached" or "see resume" as they will not be considered.Meeting the minimum requirements does not guarantee an invitation to compete further in the process. Minimum requirements must be met at the time of application submission unless stated otherwise.The selection process for this position may include one or more of the following: application review, qualification review, written exam, practical exam, oral panel exam, and department interview. Candidates must successfully pass each stage of the selection process above in order to continue to the next step. This process may be modified or changed depending on the number of qualified candidates.Applicants successful in passing minimum qualifications may be invited, via email, to complete a virtual written examination through ProctorU. Visit the ProctorU website HERE to view testing information. Please remember to submit all your application materials by the closing date and time. Incomplete or applications received after the closing date and time cannot be considered. All information on the application is subject to investigation and verification.For more information on completing your application materials click here.If you are ready to join the exciting Team Palm Springs and you meet the requirements detailed above, please click the apply button. For more information contact Human Resources at: The City of Palm Springs3200 East Tahquitz Canyon WayPalm Springs, CA 92262www.palmspringsca.gov760-323-8215Applications must be received by 4:00 pm on April 23, 2026, in order to be considered for this opportunity. The City of Palm Springs reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received.The City of Palm Springs is an equal employment opportunity employer and we encourage all persons to file applications. Applicants will be considered regardless of race, color, creed, national origin, citizenship, ancestry, age, sex, sexual orientation, gender, gender identity, gender expression, family or marital status, disability, medical condition or pregnancy, genetic information, religious or political affiliation, or veteran status. Disaster Service Worker: In accordance with Government Code Section 3100, City of Palm Springs Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.