Administrative Specialist (Unclassified)

City of Cincinnati•Ohio 45202, OH

9h•Onsite

About The Position

This role provides administrative and operational support for workforce development and small business programs by coordinating program activities, managing records and compliance, assisting with contracts and reimbursements, supporting communications with businesses and community partners, and ensuring efficient operations through strong organization, scheduling, and customer service. The duties of this unclassified employee are to provide clerical, technical, and administrative assistance in the daily operations of an assigned service area or department; provides administrative/clerical support to an assigned director/agency head; and has input on decisions and problem solving related to assigned area of responsibility. Unclassified employees serve at the pleasure of the appointing authority and report to the director/appointing authority.

Requirements

One year of experience in a paid clerical or administrative support role
Associate's degree or college credit equivalent in a business, communication, management, or a closely related field
Knowledge of principles and procedures of record keeping.
Knowledge of English usage, spelling, grammar, and punctuation.
Knowledge of departmental procedures, policies, and rules.
Knowledge of basic principles and practices of budget preparation.
Knowledge of basic principles and practices of accounting, as appropriate to assigned area.
Knowledge of basic principles of project management, as appropriate to assigned area.
Knowledge of principles and practices of mathematics.
Knowledge of principles and practices of statistics, as appropriate to assigned area.
Knowledge of modern office procedures, methods, and computer equipment.
Knowledge of principles and practices of program development and administration.
Knowledge of principles of business letter writing and report preparation.
Knowledge of pertinent federal, state, and local laws, codes, and regulations.
Knowledge of management skills to analyze programs, policies, and operational needs.
Knowledge of various software and mainframe applications as appropriate to assigned area of responsibility.
Knowledge of video production as appropriate to assigned area of responsibility.
Knowledge of grant application process and administration as appropriate to assigned area of responsibility.
Skill to operate assigned vehicle, machinery, equipment, and tools as appropriate to assigned area of responsibility.
Skill to install, use, and upgrade a variety of computer applications, software, hardware, LANS, WANS, etc., related to assigned area of responsibility.
Skill to utilize Microsoft Office suite applications or similar productivity software
Ability to interpret and apply departmental policies and procedures.
Ability to work independently in the absence of supervision.
Ability to research, analyze, and evaluate programs, policies, and procedures.
Ability to prepare clear and concise reports.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Ability to follow all safety rules and regulations of the department to which assigned.
Ability to identify and respond to issues, concerns, and needs.
Ability to learn total quality management principles and practices.
Ability to analyze problems, identify alternative solutions, and project consequences of proposed actions.
Ability to prioritize multiple duties and manage time related to assigned area of responsibility.

Nice To Haves

Bachelor's Degree is preferred.
Notary Public certificate is preferred.

Responsibilities

Support the administration of small business and workforce programs, including CTIP and related initiatives
Coordinate application intake, track submissions, and maintain organized program records
Assist in monitoring program performance and maintaining reporting data
Ensure documentation is complete, accurate, and aligned with program requirements
Support contract processing, including routing, tracking, and maintaining contract files
Review reimbursement requests and supporting documentation for completeness
Assist with voucher processing and tracking of program expenditures
Maintain accurate, audit-ready files for contracts and financial records
Serve as a point of contact for workforce inquiries and program-related questions
Coordinate communication and follow-up with applicants, partners, and stakeholders
Support scheduling of meetings, business visits, and partner coordination
Maintain professional, responsive, and customer-focused interactions
Track program activity, deadlines, and key deliverables across multiple initiatives
Prepare materials, summaries, and reports to support program operations and leadership updates
Maintain organized systems for tracking applications, contracts, and communications
Support internal coordination across departments to ensure alignment and efficiency
Provides clerical, technical, and administrative assistance to assigned supervisor in support of assigned city programs; assists supervisor with department's management systems which may include personnel management, purchasing processes, training programs, or others.
Collects, compiles, and analyzes information from various sources on a variety of specialized topics.
Utilizes computerized software packages to provide and evaluate statistical trends and narrative/information reports; uses spreadsheets to enter and manipulate data in order to produce technical information.
Contacts appropriate parties to elicit information for projects or contracts; extracts data from a variety of sources; compiles and evaluates data and information; advises internal and external customers about guidelines; reviews invoices, evaluates adjustments, and performs cost studies; reviews necessary reports for adherence to standards and criteria; contacts appropriate parties to resolve any problems or discrepancies; prepares a variety of activity reports pertaining to assigned responsibilities.
Prepares a variety of statistical and narrative reports within functional area related to operational activity, survey results, and special projects; searches appropriate primary and secondary source material; elicits information from appropriate parties; evaluates data and prepares reports on findings; may participate in operational service reviews in areas of responsibilities.
Prepares presentations, general and technical correspondence, and promotional materials; develops forms, tracking systems, databases, and spreadsheets
Resolves difficult or sensitive customer service inquiries or problems; advises public on complex rules, policies, and procedures; responds to inquiries from employees and the public.
Researches information, organizes, evaluates, and compiles results and prepares detailed summaries, tracks progress of projects and payment expenditures and reimbursements.
Prepares and processes administrative documents such as vouchers, permits, personnel actions, requisitions, and contracts; prepares documents for purchasing, fiscal, project or program areas; maintains a variety of records and files.
May perform general office/secretarial tasks such as but not limited to monitoring/ordering standard office supplies; collating and assembling documents; accepting and delivering inter-departmental correspondence, photocopying/faxing correspondence and reports; attend meeting and take/distribute minutes; scheduling appointments and maintaining supervisor's calendar; screening calls/visitors; making travel arrangements.
Works independently with recurring work on their own initiative; supervisor assists with projects or situations not previously encountered or where new/revised regulations or procedures apply.
May coordinate various financial activities that may include preparing reports for the City Finance Department, monitoring and submitting requisitions, and establishing purchase orders.
May assist department supervisory and management staff in annual budget development and administration processes; research and collect data; identifies need for budget adjustments and modifications as appropriate and necessary.
May compile, calculate, maintain and review departmental payroll; verifies time sheets.
May assist in staff training and development.