Administrative Specialist I

City of High Point•High Point, NC

4d•$20 - $26•Onsite

About The Position

The Administrative Specialist for the High Point Police Department performs complex, responsible, skilled clerical, and routine administrative work associated with the structure and operations of the department. This position requires knowledge of the office and work unit policies and procedures and is tasked with the preparation of documents and reports. Tasks in this position are assigned or performed independently to meet schedules and/or deadlines as they occur. The Administrative Specialist should be organized, detail-oriented, and have excellent communication skills. Work in this position is under the general supervision of the Assistant Chief.

Requirements

High School Diploma or GED equivalent with five (5) years of progressive office administration experience.
Must have a valid, appropriate driver's license issued by the State of North Carolina
Must be able to demonstrate excellent communication skills, typing skills of 50 wpm, considerable experience in Microsoft Office, and the ability to learn new software rapidly.
Must have considerable experience in a responsible clerical position.
Must be able to work with all types of people, have a friendly telephone personality, and provide exceptional customer service.
Must have accuracy in data entry, good grammar, and good communication skills, including telephone, written letters, and email communications.
Must have thorough knowledge of general office practices, procedures, equipment, business English, spelling, arithmetic, and office computer hardware/software uses.
Must have the ability to learn new computer programs.
Must have the ability to interpret and apply policies, regulations, and procedures.
Must have the ability to operate standard office equipment and establish and maintain effective working relationships with associates and the public

Nice To Haves

Possession of a NC Notary Public certification is desired or the ability to obtain.
Knowledge of Workday software is a plus.

Responsibilities

Oversees and processes payment of department expenditures in accordance with established accounts payable policies and procedures.
Serves as benefits liaison. Assists employees with completion of Benefit-related forms, informs and advises managers and staff regarding city personnel, financial, insurance, and benefit policies and procedures, including changes.
Assembles statistical and accounting data for the division budget, monitors budget expenditures and balances, and proposes budget transfers for approval by the department head. Assists with preparation of budget, records expenditures during the year, anticipates new needs, and makes notes for next budget, compiles, and types figures.
Greets, screens, and provides visitors with information or directs them to appropriate persons. Answers incoming telephone, provides information, handles complaints, and/or routes to appropriate personnel or communicates messages. Places calls to other divisions and departments, as well as State and Federal Government agencies and other cities.
Opens and distributes mail, composes independently or from brief instruction letters, types letters, general correspondence, and inter-office memos, including confidential reports.
Operates standard office equipment, including calculator, copier, FAX machine, personal computer, printer, and related software. Assists in training employees on office equipment and specific tasks.
Orders and maintains inventory of office supplies, prepares requisitions, orders supplies and materials, processes payment for expenditures, and performs office-related errands. Schedule office equipment maintenance and repairs when needed.
Oversees the maintenance of office files, including sorting, indexing, and filing materials alphabetically, numerically, and by projects, subjects, personnel, forms, literature, etc.
Processes department purchases in accordance with established purchasing policies and procedures, generates requisitions, purchase orders, vouchers, and reports using various specialized formats and forms, and reconciles procurement card statements.
Prepares personnel action forms for increases, transfers, terminations, and other forms, including changes of address and telephone, coordinates, prepares, and processes paperwork for personnel vacancies and related hiring correspondence, and maintains department personnel records.
Edits data into databases, spreadsheets, or word processing software as needed. Types and edits a variety of complex documents, technical reports, spreadsheets, and correspondence. Research, compile, and analyze reports and projects for presentation.
Serves as Notary Public as needed.
Schedules appointments for department personnel upon request and notifies attendees. Represents the department at various meetings related to personnel, budget, safety and health, insurance, and benefits.
Assists with special projects as needed. Performs other clerical and administrative tasks as assigned, assists management and staff as needed.