Administrative Specialist

City of Pasadena • Pasadena, CA

8d • Onsite

About The Position

The City of Pasadena is seeking skilled and passionate Administrative Specialists to join our team. In this role, you will perform a variety of financial management tasks, including complex payroll and procurement functions, while providing essential administrative support to management across multiple departments. This is an excellent opportunity for detail-oriented professionals who thrive in a collaborative, fast-paced public service environment. The Administrative Specialist will perform complex analytical, administrative, and financial management processes, as well as provide administrative support, collaborate with management and professional staff, and support purchasing and accounts payable functions. Some of the administrative functions include grant-funded initiatives. Must type 45 net words per minute with 95% accuracy. Qualified applicants will be invited to take an online typing test administered by the City. Applicants that do not receive a passing score on the online typing test will not be considered for further consideration. Current City of Pasadena employees who hold a position that requires the same or more words per minute are not required to take the online typing test. Employees are responsible for verifying the typing requirement for their current classification. This examination is authorized as Promotional and Open Competitive, with the promotional eligibility list taking precedence.

Requirements

• Graduation from an accredited two-year college with an Associate's degree in administration, accounting, personnel management or another relevant field
• Five (5) years of progressively responsible experience in administrative, financial, or clerical support or equivalent combination of training and experience.
• Must type 45 net words per minute with 95% accuracy.
• Must possess a valid California Class C driver's license and comply with the City's Motor Vehicle Safety Policy during the course of employment.

Nice To Haves

• Prior payroll experience, preferably in a public agency
• Familiarity in interpreting various Memoranda of Understanding (MOU) provisions related to employee compensation and benefits.
• Knowledge of basic accounting, human resources, and payroll terminology
• Tyler Munis software experience
• Proficient with Microsoft Excel

Responsibilities

• Reviews payroll/personnel transactions and makes necessary corrections; reviews the more difficult and complex payroll transactions for compliance with MOU provisions and City and department policy and procedures; calculates and reconciles employee time accruals; reviews for accuracy and approves time rolls; completes and processes personnel action forms for the department, including new-hire offer letters and forms, changes of status, changes in benefits and salary, and application of bilingual and skill pay.
• Performs accounting, statistical, and financial recordkeeping duties; receives, analyzes and approves for payment routine to complex requisitions/purchase orders and vendor invoices; creates records and codes and inputs data into departmental and City tracking systems and databases; prepares and processes requisitions and purchase orders; validates invoices against contract terms; calculates budget usage and account percentages and tracks multiple funding sources; assists in budget tracking and forecasting; responds to questions regarding accounting policies and procedures and the status of specific vendor payments; monitors and tracks petty cash and purchase cards.
• Oversee the department's application of personnel regulations and procedures, Memoranda of Understanding (MOU's) as they apply to areas of assigned responsibilities; develops and supervises the maintenance of employee personnel files and databases for the department; oversees completion of workers' compensation and leave of absence paperwork.
• Acts in a liaison capacity for employees with the Human Resources and Finance departments; serves as a source of information to employees regarding provisions of the City's benefits plans, MOU provisions and City and department policy and procedures; researches and resolves personnel and payroll-related issues; trains department employees on new personnel policies, procedures and programs.
• Research, compiles, and prepares statistical records and reports; prepares position control and vacancy reports; prepares salary/overtime analysis; performs routine budget, cost-benefit and other types of financial analysis.
• Adapts quickly to changing technology platforms used daily for timekeeping, workers compensation, staff onboarding, financial and personnel management, etc.
• Serves as back-up for administrative duties as needed.
• Performs related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree