Administrative Specialist - City

City of Oklahoma City • Oklahoma City, OK

3d • $64,603 - $98,762 • Hybrid

About The Position

This position is located in the Community Development Division of the Planning Department within the City of Oklahoma City. This is a staff position located throughout the City in large divisions and department level administrative work sections, and usually reports to a department or division head. The Administrative Specialist is primarily responsible for performing special projects, conducting research, monitoring budget goals and objectives, exchanging information, and performing general administrative tasks. Knowledge of current organizational, managerial, and administrative concepts and principles, skill in basic research principles and practices, and standard budgeting and financial management procedures and practices are required prior to assuming the position. Essential job functions include: identifying problems, evaluating and developing alternatives, and making written and verbal recommendations to improve organization programs, procedures and operations; researching and assessing department, division or section programs, needs, and operation; assisting in the planning, preparation, and control of department, division or section budgets, goals and objectives; exchanging information with various organizational personnel, boards, committees, outside agency representatives, and citizens regarding departmental policies, procedures, practices and operations; and performing a variety of general administrative duties in support of functions and activities of the assigned work unit. Specific duties and responsibilities may include, but are not limited to representing the department as staff advisor and attending various meetings; preparing Council memos for various department activities; monitoring project records relating to various contractual obligations; and conducting specialized feasibility, time and cost, and cost-benefit analyses. The employee primarily works independently and is frequently the department or division heads chief resource for conducting research into specific operational matters and activities. Instructions received define the overall objectives, with minimal specificity regarding how to proceed with assignments. Work results are primarily examined for soundness of technical judgment and quality of recommendations.

Requirements

• Knowledge of and ability to utilize standard budgeting and finance procedures and practices in performance of duties.
• Knowledge of and skill in utilizing basic research principles and practices.
• Knowledge of current organizational, managerial, and administrative concepts and principles.
• Skill in assessing and following research through to logical conclusion.
• Skill in communicating verbally and in writing, using tact and diplomacy.
• Skill in making long and short-range projections based on current and future needs.
• Ability to develop alternatives and make recommendations leading to improvements of organizational activities and programs.
• Ability to learn and apply knowledge of the citywide organization and administrative structure, operations, practices and procedures.
• Ability to travel.
• Near vision enough to read and draft documents such as written communications or reports both manually and machine operated.
• Speech and hearing enough to communicate in person and by telephone.
• Manual and finger dexterity enough to operate office equipment such as keyboards, telephones, 10-key, etc.

Nice To Haves

• Ability to learn and apply knowledge of the citywide organization and administrative structure, operations, practices and procedures.
• Proven experience with financials, including purchases and accounts payable processes.
• Proven experience working with federal grant programs.
• Experience with board management, grant applications, and homeless services or closely related field.
• Proficiency in Microsoft Office, Canvas, HMIS and other databases as necessary.

Responsibilities

• Performing special projects
• Conducting research
• Monitoring budget goals and objectives
• Exchanging information
• Performing general administrative tasks
• Identifying problems, evaluating and developing alternatives, and making written and verbal recommendations to improve organization programs, procedures and operations
• Researching and assessing department, division or section programs, needs, and operation
• Assisting in the planning, preparation, and control of department, division or section budgets, goals and objectives
• Exchanging information with various organizational personnel, boards, committees, outside agency representatives, and citizens regarding departmental policies, procedures, practices and operations
• Performing a variety of general administrative duties in support of functions and activities of the assigned work unit
• Representing the department as staff advisor and attending various meetings
• Preparing Council memos for various department activities
• Monitoring project records relating to various contractual obligations
• Conducting specialized feasibility, time and cost, and cost-benefit analyses
• Supporting the homeless services team with processes including HR, procurement, budgeting, scheduling and other administrative tasks
• Supporting grants management and application processes
• Supporting the Strategy Implementation Manager with board management, including committee coordination, agenda/presentation creation, following Open Meetings Act, compiling the board packet and providing clear and timely communication to board and committee members
• Regularly assisting team members with special projects
• Preparing written reports for City leadership and key stakeholders

Benefits

• Competitive pay
• An average of $22,000 annually contributed toward benefits and retirement
• A comprehensive package designed to support health and wellness, financial security, work-life balance, and personal and professional growth and development

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed