Staff Specialist

City of Gainesville•Gainesville, FL

11d•$19 - $30

About The Position

The Staff Specialist performs intermediate-level, moderately complex administrative and staff work supporting middle- to upper-middle-level managers overseeing diverse division activities. The role works under general supervision and applies judgment and discretion to recurring but varied administrative duties, generally following established procedures and referring significant policy questions to a supervisor. Duties may support multiple functions and may vary depending on the assignment. The position supports the supervisor and department through administrative coordination, records and correspondence management, procurement and financial processing, event and meeting support, staff liaison work, and related operational functions. It may also coordinate workflow and provide coaching or mentoring to subordinate staff. Employees are expected to attend work regularly and may occasionally work outside regular business hours, including nights, weekends, and holidays.

Requirements

An associate degree from an accredited college with major coursework in secretarial science, administrative assistance, or a related field, or equivalent vocational/technical training, and two years of responsible administrative and staff support experience; alternatively, high school graduation or an acceptable equivalency diploma and three years of responsible administrative and staff support experience.
Thorough knowledge of office terminology, practices, procedures, equipment, business English, spelling, and arithmetic.
Demonstrable proficiency with personal computers and relevant software.
Thorough knowledge of organizational structure, policies, procedures, and practices.
Ability to function independently using 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 or 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 coworkers and internal and external customers.
Ability to communicate effectively orally and in writing.
Ability to organize and coordinate multiple work and office staff assignments in a multifunctional work environment.
Ability to sit for prolonged periods.

Nice To Haves

Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate; either certificate is preferred and may substitute for the associate degree or equivalent vocational/technical training.
A valid Florida driver license is required if courier duties are assigned.

Responsibilities

Assist the supervisor with administration of labor agreements.
Gather information, review materials, and compile complex files on sensitive or confidential issues.
Assist with planning and execution of meetings and department-sponsored events.
Monitor office equipment operations, recommend repairs or upgrades, and coordinate equipment repairs or upgrades.
Receive and screen visitors and telephone calls using judgment, tact, and diplomacy.
Schedule, coordinate, and maintain assigned calendars.
Serve as a department resource for procurement of services, supplies, materials, and equipment.
Assist with planning, designing, developing, and promoting special events, goals, objectives, plans, and programs for the supervisor’s assigned area.
Draft moderately complex to complex documentation on sensitive or confidential issues.
Serve as staff liaison to City Commission, Charter Officers, department heads, special committees, boards, standing commission committees, or other entities; initiate agenda items, prepare supporting materials, and collect, prepare, and maintain official minutes.
Prepare, process, review, and monitor grant documentation.
Oversee and prepare division travel, accounting, payables, contract billing, timekeeping functions, and project budgets.
Enter and maintain purchase requisitions in an automated system and process associated purchase orders and invoices.
Review and process electronic and regular mail, correspondence, records, and reports; investigate subject matter and respond to issues and questions that do not require the manager’s attention.
Act as the department’s record-retention liaison and coordinate recordkeeping, filing systems, and records destruction.
Train and develop new-hire support staff and serve as a liaison for departmental employees to promote understanding of and compliance with department and organizational policies and procedures.
Remain current on City policies and procedures; support compliance when processing procurement and payables documents and coordinate with staff and vendors to resolve invoice receipting issues.
Act as an HR liaison by facilitating onboarding, separations, and retirements in accordance with City policies and procedures.
Assist the supervisor in researching and responding to inquiries and complaints; independently resolve routine to moderately complex complaints.
Assign work to subordinate staff, coordinate workflow, facilitate work completion, and provide coaching or mentoring.
Assist with development, preparation, and monitoring of annual and project budgets and reports.
Perform limited analyses and prepare and summarize moderately complex statistical data.
Take real-time or machine dictation.
Write, edit, produce, and distribute informational, publicity, and promotional materials.
Monitor administrative and operational directives from upper management to ensure compliance in the assigned area.
Attend work on a continuous and regular basis.
Perform other related duties as assigned; may perform duties normally assigned to Staff Assistants as workflow and demands require.