Administrative Specialist (Open)

City of Cincinnati•Ohio 45202, OH

12d

About The Position

The Metropolitan Sewer District of Greater Cincinnati’s (MSD) is a local wastewater utility operated by the City of Cincinnati that provides service to approximately 232,000 households and businesses in the greater Cincinnati area. The MSD Wastewater Administration Division (WWA) is looking for a detail-oriented and driven professional with demonstrated organizational, analytical, and critical thinking abilities to support its operations. This employee is responsible for all duties of the payroll process, including processing reimbursements and retro payments, auditing and public records requests as related to payroll, and ensuring accurate interface between Kronos and CHRIS. This employee will also serve as back-up for municipality billing and provide as-needed administrative assistance to the WWA leadership team.

Requirements

Knowledge of standard English, grammar and usage
Knowledge of standard correspondence and report formats
Knowledge of principles of quantitative and qualitative analysis
Knowledge of principles of financial analysis
Knowledge of budget preparation and administration
Knowledge of accounting principles
Knowledge of management and administration of federal grant monies
Knowledge of pertinent City, state and federal laws, codes and regulations and municipal legislative process
Knowledge of Civil Service Rules
Knowledge of City Human Resources Policies and Procedures
Knowledge of EEO, ADA, Affirmative Action
Knowledge of union contracts
Knowledge of conflict resolution techniques
Knowledge of negotiation techniques
Knowledge of principles and practices of human resource management
Knowledge of lead supervision and training
Knowledge of business processes and best management practices
Skill to manage staff to accomplish work objectives
Skill to establish work priorities
Skill to operate copy machines, printers, scanners, fax machines, office phone, smart phone, computer, laptop, and iPad
Skill to utilize Microsoft Office products including Word, Excel, PowerPoint, and Outlook, Adobe Pro, and various applications such as CHRIS, CFS, CBS and Sharepoint
Ability to assign, direct and evaluate the work of subordinate staff
Ability to supervise subordinate staff
Ability to process complex information while maintaining attention to detail
Ability to perform complex analyses of problems and formulate solutions to such problems
Ability to communicate clearly and concisely, both orally and in writing
Ability to make decisions based on data analysis and observation
Ability to demonstrate strict adherence to rules and regulations
Ability to interpret, explain and apply pertinent City, state and federal laws, regulations, ordinances, policies and procedures
Ability to interpret and apply rules of contract compliance
Ability to apply various criteria to evaluate contract bids and recommend selections
Ability to maintain confidentiality of City information
Ability to conduct investigations as appropriate
Ability to resolve disputes
Ability to negotiate compromises
Ability to handle grievances
Ability to negotiate union contract agreements
Ability to prioritize multiple duties and manage time related to assigned area of responsibility
Ability to take on new or additional work responsibilities and challenges
Ability to excel at tasks that require a strong focus on detail and a need for thoroughness
Ability to become highly specialized in area relevant to department
Ability to establish and maintain effective working relationships with those contacted in the course of work
Ability to recognize and respond to the needs of others and cultivate a supportive environment
Ability to operate assigned vehicle in performance of job duties (as required)
Two years of experience in administrative support work such as - Planning, prioritizing, and coordinating work - Communicating with supervisors, peers, or subordinates - Managing and training employees - Collecting and analyzing data or information - Applying rules, policies, and procedures - Working with computers and computer systems - Other administrative support duties
Possession of a valid Driver's License

Nice To Haves

Demonstrated organizational, analytical, and critical thinking abilities

Responsibilities

Processing reimbursements and retro payments
Auditing and public records requests as related to payroll
Ensuring accurate interface between Kronos and CHRIS
Serving as back-up for municipality billing
Providing as-needed administrative assistance to the WWA leadership team
Analyze and prepare operating and capital budgets
Develop and monitor assigned budgets
Read and evaluate appropriate financial statements
Maintain appropriate financial records
Coordinate departmental responses to City Council motions and referrals
Provide technical expertise and advice to City Council, City administrators and other groups as requested
Advise division heads, superintendent, and directors on how to handle administrative situations concerning personnel, budgets, contracts, etc.
Interpret Personnel Policies and Procedures, labor agreements, and Civil Service Rules to employees
Keep director informed on important issues, policy changes, etc., verbally or through memos or reports
Serve as a liaison with other divisions/departments/unions (legal, EEO or Civil Service) regarding personnel matters, such as contracts, grievances, disciplinary cases and handling complaints
Write memos and reports of various kinds, including: new position requests to appropriate agencies, new information regarding policies to employees, personnel reports, responses to inquiries from the City Manager, correspondence to Director, etc.
Review and establish department performance goals with managers
Analyze work procedures and recommend changes for more effective operations
Represent the department/division to outside agencies and work with them on projects
Supervise a technical work program or section, or other functional unit in the agency
Perform specific technical tasks reporting directly to the agency head, or to coordinate technical activities or projects involving more than one work program or section
Draft or review drafts of legislation affecting the agency's activities or responsibilities
Perform other tasks related to the management of assigned programs, policies and procedures as needed