Administrative Specialist - Compton, United States - City of Compton, CA

City of Compton, CA
City of Compton, CA
Verified Company
Compton, United States

2 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

GENERAL PURPOSE:


  • Under general supervision, performs specialized administrative, secretarial and clerical work in support of assigned department or office; types and proofreads documents and correspondence; performs a variety of administrative and financial support functions; provides information and assistance to the public regarding departmental policies and procedures; and performs other related duties.

SUPERVISION RECEIVED/EXERCISED:


SUPERVISION RECEIVED/EXERCISED**:

Works under the general supervision of the departmental supervisor or other management personnel; may provide direction, training, guidance, and assistance to lower-level office support personnel.


DISTINGUISHING CHARACTERISTICS:
This is the advanced journey level in the Office Support Specialist job series.

This class may be distinguished from the lower-level (Office Support Specialist) by the greater complexity and difficulty of work performed, which requires knowledge of departmental operations and procedures.

Work is performed under general supervision.


PRIMARY DUTIES AND RESPONSIBILITIES:


  • The following essential functions are those that are critical, integral, necessary, crucial, primary and fundamental to the job. Incumbents who possess the requisite skill, experience, education, and other jobrelated requirements of a position are expected to perform the essential functions of the job with or without a reasonable accommodation.
  • The following duties
    ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, positionspecific duties.
  • Performs specialized account record keeping; prepares invoices for payment; resolves billing problems; updates and distributes bid specification packages; maintains contract files; process annual and interim housing assistance payments to property owners and lease agreements.
  • Records and monitors revenue and expenditures; prepares and tracks purchase requisitions for payment to vendors. Processes partial payment of special check requests.
  • Maintains payroll information; processes time cards; records absence requests, vacation and overtime; tracks employee work schedules; updates personnel records; types employee evaluations; assists in orienting new employees to division practices procedures.
  • Prepares, types and proofreads a variety of documents including general correspondence, agendas minutes, public hearing notices, affidavits, reports, memoranda, and statistical charts from rough draft or verbal instruction.
  • Responds to requests for information via mail, phone or inperson; gathers appropriate forms and documents, searches for and copies documents from archived records and forwards to requestor.
  • Conducts a variety of general office duties including processing departmental mail, ordering office supplies; processes and coordinates travel arrangements and reimbursements.
  • Maintains forms, records, reports, correspondence files, and related information in a systematic manner.
  • Maintains inventory of supplies and prepares a list of supplies to be ordered.
  • Copies, distributes and files paperwork, such as meeting minutes, contracts, performance review forms, timesheets, and general correspondence.
  • Depending upon area of assignment, may provide direction, training, guidance and assistance to lowerlevel office support personnel; coordinates daily work activities; organizes, prioritizes, and assigns work;; monitors status of work, inspects completed work, and troubleshoots problem situations; assists lowerlevel office support personnel with questions / problems.
  • Maintains and enforces all aspects of security and confidentiality of records and information.
  • Performs other duties as assigned or required.

MINIMUM QUALIFICATIONS:


Education and Experience:

Possession of a High School diploma, G.E.D.

or equivalent, AND three (3) years of general clerical, bookkeeping or administrative support experience; OR an equivalent combination of education and experience.


Required Licenses or Certifications:


  • None.
***
Required Knowledge of:
  • City and departmental organization, operations, policies and procedures.
  • City Code, City Ordinances, and Standard Operating Manual.
  • Standard office principles and procedures.
  • Public sector fund accounting and bookkeeping principles.
  • Basic math principles.
  • Principles of business English, grammar and punctuation.
  • Telephone etiquette and customer service protocol.
***
Required Skill in:
  • Using general office equipment, such as telephones multi
  • line telephone system, fax, duplicating machines, copiers, and computers.
  • Recording and retrieving general information.
  • Following oral and written instructions.
  • Operating a personal computer utilizing a variety of business
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