Staff Specialist

City of Gainesville•Gainesville, FL

10d•$19 - $30

About The Position

This is intermediate level, moderate to complex administrative and staff work supporting middle to upper middle level managers who oversee diverse activities in their divisions. Some judgment and discretion are required to perform duties that are mostly cyclical and recurring in nature and are covered by existing procedures or precedents from which the incumbent normally selects the correct procedure and applies it. Matters of policy interpretation or of significance are normally referred to the supervisor for decision making. Positions allocated to this classification typically report to a middle or upper middle level manager of a diverse functional area such as a division and work under general supervision. Work in this class is distinguished from other classifications by its application of recurring but varied, moderately complex and innovative administrative duties in support of multiple functions.

Requirements

An Associate degree from an accredited college with major coursework in secretarial science, administrative assistance or related field or equivalent vocational/technical training and two (2) years of responsible administrative and staff support experience; or graduation from an accredited high school or possession of an acceptable equivalency diploma and three (3) years of responsible administrative and staff support experience.
Thorough knowledge of office terminology, practices, and procedures, equipment and business English, spelling, and arithmetic.
Demonstrable proficiency in personal computers and relevant software.
Thorough knowledge of organizational structure and organizational policies, procedures and practices.
Ability to function independently through the application of knowledge and skills, good judgment, organization, planning, and problem solving.
Ability to analyze moderately-complex information and prepare moderately-complex reports.
Ability to maintain confidentiality and respond appropriately to sensitive/confidential issues.
Ability to understand and follow complex oral and written instructions.
Ability to resolve customer complaints and answer inquiries.
Ability to work effectively with co-workers and internal and external customers.
Ability to communicate effectively, both orally and in writing.
Ability to organize and coordinate multiple work and office staff assignments in a multi-functional work environment.
If courier duties required, a valid Florida Driver license is required.

Nice To Haves

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate is preferred and may substitute for the Associate degree or equivalent vocational/technical training.
A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate preferred.

Responsibilities

Assists supervisor with administration of labor agreements.
Gathers information, reviews, and compiles complex files on sensitive/confidential issues.
Assist with planning and execution of meetings and department sponsored events.
Monitors operation and recommend repairs or upgrades to office equipment and coordinate repair/upgrade of new equipment.
Receives and screens visitors and/or telephone calls that require the use of judgment, tact, and diplomacy.
Schedules, coordinates, and maintain assigned calendars.
Act as the department resource for procurement of needed services, supplies, materials and equipment.
Assists in the planning, design, development and promotion of special events, goals, objectives, plans, and programs of supervisor’s assigned area.
Drafts moderately-complex to complex documentation on sensitive/confidential issues.
Serves as staff liaison to City Commission, Charter Officers, department heads, special committees, boards, standing commission committees or other entities.
Initiates agenda items, prepares supporting materials and documentation, collects, prepares, and maintains official minutes.
Prepares, processes, reviews, and monitors grant documentation.
Oversees and prepares division travel, accounting, payables, contract billing, timekeeping functions and project budgets.
Enters and maintains purchase requisitions into automated system and processes associated with purchase orders and invoices.
Review and process incoming electronic and regular mail correspondence, records and reports.
Investigate subject matter and respond to issues and questions not requiring the attention of the manager.
Record retention liaison for Department. Coordinate the recordkeeping, filing system, and destruction of records.
Provide training & development to new hire support staff and act as liaison for departmental employees to ensure understanding and compliance of department and organizational policies and procedures.
Remain abreast of current City policies and procedures, to ensure compliance while processing procurement and payables documents; coordinate with staff and vendors to resolve any issues in receipting invoices timely.
Act as HR liaison by facilitating onboarding of new hires, employee separations, and retirements, in accordance with City policies and procedures.
Assists supervisor in researching and responding to inquiries and complaints.
Independently resolves routine to moderately-complex complaints.
Assigns work to other subordinates of the assigned supervisor; coordinates work flow, and facilitates work completion.
Provides coaching/mentoring to subordinate staff.
Assists in development, preparation, and monitoring of annual and project budgets and reports.
Performs limited analyses and prepares and summarizes moderately complex statistical data.
Takes real time or machine dictation.
Writes, edits, produces, and distributes informational, publicity, and promotional materials.
Monitors administrative and operational directives from upper management to ensure compliance for area.
Attends work on a continuous and regular basis.
Performs other related duties as assigned.
May perform tasks normally assigned to Staff Assistants as workflow and demands require.