Administrative Specialist

City of Huntington Park•Huntington Park, CA

2d•Onsite

About The Position

Under general supervision, performs a variety of moderate to highly complex clerical duties for a department; assumes significant functional responsibilities directly related to the department assigned; conducts special surveys, studies and analysis; assists the public by answering inquiries; performs related work as required. Examples of Duties The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Interacts with City staff and the general public; Respond to employee and public inquiries and complaints; resolve problems or provide required information; Types a variety of materials from notes, rough drafts and verbal instructions; Prepare, process and perform administrative support duties related to assigned department;. Assist in the coordination of departmental activities with other City Departments, divisions, and with outside agencies; Provide basic research assistance to the department assigned; Operates a variety of modern office equipment including PC and related software; Update and maintain the Police Department website as well as other social media outlets; Provide crime statistic reports; Posts records and maintains files; Receives and screens office mail and phone calls and arranges appointments; Orders and maintains office supplies; Prepare and process invoices, collection reports, check request and purchase orders; Performs other related duties as assigned or as situation requires. Communications Department Duties vary, but may include: Assisting in the preparation and distribution of flyers, surveys and other documents; Providing support with social media sites; Responding to questions from the public and community organizations; Event planning; assisting with department newsletter; Posting updates to the department's Intranet; Coordinating special projects and community outreach; Creating and updating resource material; Interacting with other governmental and community-based organizations; Assisting with video production projects including pre-production setup, lighting, and other post-production tasks using Canva, Adobe Premiere Pro, Photoshop etc.; Learning how to obtain and manage photo and video release; Ability to work different shifts as needed; Other duties as assigned.

Requirements

Knowledge of good customer service practices.
Knowledge of basic practices in file research and document organization in a computer application.
Knowledge of correct grammatical usage, punctuation, spelling and vocabulary.
Knowledge of clerical office procedures.
Knowledge of file, research and document organization in computer applications.
Knowledge of Municipal Government technology.
Knowledge of business letter writing and business forms.
Skills in maintaining accurate records and filing systems.
Skills in word processing, correspondence, spreadsheets, and reports using a personal computer and word processing software application.
Skills in mathematical calculations such as addition, subtraction, multiplication and division.
Ability to type/word process 45 words per minute accurately.
Ability to comply with meeting positions requirements.
Ability to understand various documents to be processed and analyzed.
Ability to exercise independent judgment using discretion in making decisions based on standard policy or procedure.
Ability to independently manage a large volume of documents with a high degree of accuracy.
Ability to work independently under minimal supervision.
Ability to prepare reports and maintain records.
Ability to communicate effectively verbally and in writing.
Ability to serve the public with tact and courtesy.
Ability to function in a team-oriented environment.
Ability to effectively handle stressful situations.
Ability to format information such as lists, tables, documents, correspondence, etc.
Ability to handle confidential information with discretion.
Ability to maintain a filing system.
Ability to maintain accuracy while performing routine repetitive tasks.
Willingness to work overtime as requested.
Ability to establish professional working relationships and resolve interpersonal conflicts.
Ability to operate modern office equipment, a PC and related software.
Ability to sort and verify statistical and other financial record data.
Ability to organize and prioritize, and follow-up work assignments.
Ability to observe safety principles and work in a safe manner.
Three (3) years of clerical office experience including word processing, typing and public contact.
A valid California Class C Driver’s License and a satisfactory driving record.
May be required to obtain a Notary Public License.

Nice To Haves

Attainment of an Associate of Arts Degree or higher from an accredited college or university is highly desirable.

Responsibilities

Performs a variety of moderate to highly complex clerical duties for a department.
Assumes significant functional responsibilities directly related to the department assigned.
Conducts special surveys, studies and analysis.
Assists the public by answering inquiries.
Interacts with City staff and the general public.
Responds to employee and public inquiries and complaints; resolves problems or provides required information.
Types a variety of materials from notes, rough drafts and verbal instructions.
Prepares, processes and performs administrative support duties related to assigned department.
Assists in the coordination of departmental activities with other City Departments, divisions, and with outside agencies.
Provides basic research assistance to the department assigned.
Operates a variety of modern office equipment including PC and related software.
Updates and maintains the Police Department website as well as other social media outlets.
Provides crime statistic reports.
Posts records and maintains files.
Receives and screens office mail and phone calls and arranges appointments.
Orders and maintains office supplies.
Prepares and processes invoices, collection reports, check requests and purchase orders.
Assists in the preparation and distribution of flyers, surveys and other documents.
Provides support with social media sites.
Responds to questions from the public and community organizations.
Assists with department newsletter.
Posts updates to the department's Intranet.
Coordinates special projects and community outreach.
Creates and updates resource material.
Interacts with other governmental and community-based organizations.
Assists with video production projects including pre-production setup, lighting, and other post-production tasks using Canva, Adobe Premiere Pro, Photoshop etc.
Learns how to obtain and manage photo and video release.
Works different shifts as needed.