Administrative Specialist III (Electric Department)

JOB
This is varied and highly responsible administrative, secretarial and clerical position.

EXAMPLE OF DUTIES
Crrespondence: Prepares memos, letters, forms, statements, reports and correspondence on a variety of subjects from simple to complex or technical, confidential matters. May include taking dictation, transcribing and composing correspondence or staff meeting minutes.Record Keeping/Reports: Maintains files and various records for the department. Compile, research and prepare various complex reports, which may include payroll, petty cash, travel, budget, billing, purchase requisitions, material requests, etc Responsible for imaging records and record destruction/retention.Customer Service: Communicates clearly and courteously to deal with people by phone, in person, in writing and in some departments by two-way radio. Assists in answering telephones handling complaints, answering questions, screening calls, taking messages and routing calls.Administrative: Schedules appointments, meetings, training and makes travel arrangements. May assist in the preparation and typing of the annual budget. Administers budget expenditures. Communicates city policies and procedures to departmental staff and apply a working knowledge. Participates in various department and city committees. Provides assistance on major projects, which may include extensive research. Attends meetings and performs other duties for Administrative Supervisor as assigned.Payroll Clerk: May be required to prepare payroll or serve as back-up to the department's payroll clerk. Maintains highly confidential information. Maintains employee attendance and salary records. Must have working knowledge and the ability to apply city policies and procedures related to personnel rules and payroll practices.Supervision: May be required to supervise administrative support and clerical personnel in supervisor's absence.Perform any other related duties as required or assigned.

SUPPLEMENTAL INFORMATION
ANALYTICAL ABILITY / PROBLEM SOLVINGMODERATELY STRUCTURED. Fairly broad activities using moderately structured procedures with only generally guided supervision.PLANNINGWith regard to general assignments in planning time, method, manner and/or sequence of performance of own work.CONSIDERABLE RESPONSIBILITY; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.DECISION MAKINGPerforms work operations which permit opportunity for decision-making of minor importance. FREQUENTLY;Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY;COMMUNICATION SKILLSAbility to effectively communicate information and respond to questions in person-to-person and small groups situations.MATHEMATICAL SKILLSAbility to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.CRITICAL THINKING SKILLSAbility to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables furnished in written, oral, or diagram formats.SUPERVISION RECEIVEDUnder GENERAL SUPERVISON where standard practice enables the employee to PROCEED ALONE on routine work, referring all questionable cases to supervisor.MENTAL DEMANDCLOSE; Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization’s operations.USE OF MACHINES, EQUIPMENT AND/OR COMPUTERRegular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)ACCURACYProbable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time.PUBLIC CONTACTFrequent contacts with general public, patrons, or other outside representatives, wherein the manner of handling these contacts has a bearing on the organization’s position and operation.EMPLOYEE CONTACTContacts of considerable importance within the department or office. Requires tact in discussing problems and presenting data and making recommendations.SOFTWARE SKILLS REQUIREDAccounting BasicAlphanumeric Data Entry IntermediateContact Management BasicDatabase IntermediateEnterprise Resource Planning BasicHuman Resources Systems BasicPayroll Systems BasicPresentation/PowerPoint BasicSpreadsheet IntermediateWord Processing/Typing IntermediatePHYSICAL ACTIVITIESWhile performing the functions of this job, the employee may be required to: Stand OccasionallyWalk OccasionallySit FrequentlyUse hands to handle or feel FrequentlyReach with hands and arms FrequentlyClimb or balance OccasionallyStoop, kneel, crouch or crawl OccasionallyTalk or hear ContinuouslyTaste or smell OccasionallyWEIGHT LIFT REQUIREMENTSThe employee must occasionally lift and/or move: Up to 25 poundsVISION REQUIREMENTSpecific vision abilities required by this job may include: Close vision (use of a computer, equipment, or any other work duties that require clear vision within two (2) feet or less).ENVIRONMENTAL CONDITIONSThe following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Work near moving mechanical parts (spinning shafts, engines, lifts, etc.) NeverWork in high, precarious places (tall structures, bucket lifts, extension ladders, etc.) NeverFumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) bToxic or caustic chemicals (including potential for chemical spills, etc.) NeverOutdoor weather conditions (exposure to outdoor heat, cold or inclement weather) NeverWet or humid conditions (not weather-related, such as greenhouse, carwash, etc.) NeverExtreme cold (not weather-related, such as freezer, cold storage, etc.) NeverExtreme heat not weather-related, such as furnace, kitchen, ovens, etc. where temp is regularly above 100 degrees F) NeverRisk of electrical shock (live electrical wires, equipment that retains power after shutoff) NeverWork with explosives (TNT, dynamite, nitroglycerine or other related explosives) NeverRisk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) NeverVibration (jack hammer, soil compactor, equipment that creates high vibration, etc.) NeverThe noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc.)This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).