Administrative Specialist

JOB REQUIREMENTS: Position Purpose: Within the Department of City

Development, this position ensures the daily needs of the Department are

met. This position requires a strong background related to purchasing,

procurement, budgeting, and accounting. The main function of this

position is to provide support for each of the Department\'s six

divisions, the Director, and Assistant Director. The Administrative

Specialist assists the Department Leadership in monitoring progress on

departmental goals and objectives. The position serves as the primary

department contact for the Department of Customer Service/City Clerk and

is the main point of contact for those reaching out to the Department of

City Development Leadership. Essential Duties: Supports the workflow of

the following for the six divisions within the department: Maintains a

department calendar by tracking all deadlines and projects. Processes

requests for requisitions, and payment of invoices using MUNIS Financial

Software. Ordering routine supplies, special or custom orders of

goods/services as requested, Coordinates deliveries, pickups, and

similar functions related to mail and freight delivery including sorting

for the department. Scheduling and coordinating travel arrangements for

trainings and conferences. Scheduling and organizing departmental

functions for team building and professional development. Helps or

assists on other projects and assignments as assigned to support the

work of the Department. Serves as the primary contact with the

Department of Customer Service/City Clerk for issues and matters of the

Department of City Development, routing inquiries to the appropriate

Division Manager/staff as directed. Working knowledge of what each of

the department\'s six divisions is responsible for and routes inquiries

Accurately To Each. Additionally, Understanding Of Functions And

operations of other City Departments to route other misplaced inquiries

and communications. Maintains regular and reliable attendance and meets

deadlines consistently. Assist with special events, community projects,

and cross-functional administrative initiatives. Enters department

requisitions and invoices with accuracy and efficiency. Assist with

departmental budgeting, track expenditures, process purchase orders or

invoices, and credit card statements Prepares agendas, minutes, and

reports for committee/board meetings and attends meetings as the

official recording secretary as requested. Manages inventory of office

supplies, places and tracks purchase orders and coordinates invoice

payments. Collects, compiles, and organizes information and

documentation to support meetings and discussions involving the Mayor,

Common Council Committees, city staff, and the general public.

Coordinates travel logistics and reimbursements for departmental

personnel; ensures compliance with city travel and expense policies.

Contributes to departmental success by taking on additional duties and

responsibilities as appropriate or assigned. Assists Department

Leadership in the development of presentations and written communication

for internal and external audiences. Screens calls as directed for

Department Leadership and advises of time-sensitive and priority issues,

ensuring appropriate follow-up or handles matters personally as

appropriate. Assists Department Leadership in the planning and

implementation of work programs related to departmental procedures and

processes. Schedules and attends departmental and interdepartmental

meetings for Department Leadership and takes notes of discussions.

Assists Department Leadership and other managers in the development and

implementation of the annual budget as directed. Performs other tasks as

Directed By Department Leadership. Environment/Conditions Of Employment

Sitting or standing at a desk in an air-conditioned/heated office. As

directed by Department Leadership, occasional field work outside of the

office i warm or cool conditions which are prevailing based on weather

conditions of the environment. Standing, walking, stooping. Kneeling,

crouching, climbing, balancing, bending, twisting; lifting, carrying,

pushing/pulling up to a maximum of 25 lbs. Fine motor skills. Sitting

for long periods of time. This job description is intended to identify

essential duties and also illustrates other types of duties that may be

assigned. It should not be interpreted as describing all of the duties

that will be required of an employee or be used to limit the nature and

extent of assignments that an individual is required to perform. In

addition to the responsibilities and duties listed, it is expected that

employees maintain a consistent and reliable attendance record. Job

descriptions are subject to revision at any time at the discretion of

the Utility or City of Racine. The City of Racine is an Equal

Opportunity Employer. In compliance with the Americans with Disabilities

Act, the City will provide reasonable accommodations to qualified

individuals with disabilities and encourages both prospective and

current employees to discuss potential accommodations with the employer.

\*\*\*\*\* OTHER EXPERIENCE AND QUALIFICATIONS: Minimum Qualifications:

High School Diploma or equivalent. Experience in assisting internal and

external customers for a director/assistant director and leadership

team. Ability to become a public notary. Knowledge of governmental

operations and the basic functions of multiple City Departments.

Knowledge of municipal budgeting, procurement/contracting, and

accounting practices. Preferred Qualifications: 5 (five)+ years of

customer service experience. Knowledge and experience in program

development and administration. Experience in managing social media

accounts. Experience in local government Accounting, Budget Management,

or Finance or aspects of those functions in duties carried out.

Experience in local government in the same or a similar role. Knowledge

of MUNIS, Cityworks,Tolemi, Legistar, and Microsoft Office software

programs or the ability to become proficient within 3 months of hire.

Knowledge, Skills, and Abilities Required: Critical thinking, quick

processing of complex situations, with sound judgement and

problem-solving skills. The ability to process highly confidential

information and relay complex, confusing, and sometimes contradictory

information, to Department Leadership. Extremely well organized and the

ability to multi-task. The ability to remain calm, approachable,

collected, and in control regardless of the situation or dynamics

outside of one\'s immediate control. Advanced use of professional soft

skills daily to help external and internal customers. Ability to

establish effective working relationships with the public and colleagues

through the exercise of good judgment, courtesy, and tact. Maintain a

consistent, punctual, and reliable attendance record. \*\*\*\*\*

APPLICATION INSTRUCTIONS: Apply Online:

https://www.governmentjobs.com/careers/racinewi/jobs/5151554/administrative-specialist?pagetype=jobOpportunitiesJobs