Staff Specialist

City of Gainesville•Gainesville, FL

10d

About The Position

The Staff Specialist performs intermediate-level, moderately complex administrative and staff work in support of middle- to upper-middle-level managers overseeing diverse activities. The role applies judgment and discretion to recurring but varied duties, generally following established procedures and referring significant matters or policy interpretations to a supervisor. Positions work under general supervision and support multiple functions within a division or other diverse functional area. Depending on assignment, the Staff Specialist may support labor agreements, confidential files, meetings and events, office equipment, calendars, procurement, grants, budgets, accounting, travel, timekeeping, contracts, records, correspondence, and human resources processes. The role may also serve as a liaison to City bodies and employees, resolve routine to moderately complex inquiries and complaints, coordinate workflow, and provide support staff coaching and training. The position may require performing Staff Assistant duties as workload demands and other related duties as assigned.

Requirements

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 work independently using knowledge and skills, sound 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.
If courier duties are required, a valid Florida driver license is required.
Regularly sit for prolonged periods.

Nice To Haves

Certified Administrative Professional (CAP) certificate; may substitute for the associate degree or equivalent vocational/technical training.
Certified Professional Secretary (CPS) certificate; may substitute for the associate degree or equivalent vocational/technical training.

Responsibilities

Assist the supervisor with administration of labor agreements.
Gather information, review, and compile complex files concerning 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 the department resource for procuring services, supplies, materials, and equipment.
Assist in planning, designing, developing, and promoting special events, goals, objectives, plans, and programs for the supervisor’s assigned area.
Draft moderately complex to complex documents concerning sensitive or confidential issues.
Serve as staff liaison to the City Commission, Charter Officers, department heads, committees, boards, standing commission committees, or other entities.
Initiate agenda items; prepare supporting materials and documentation; 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 related 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 that do not require the manager’s attention.
Serve as the department’s record-retention liaison; coordinate recordkeeping, filing systems, and records destruction.
Train and develop new support staff and act as a liaison to departmental employees to support understanding and compliance with department and organizational policies and procedures.
Stay current on City policies and procedures to ensure compliance in procurement and payables; coordinate with staff and vendors to resolve issues and ensure timely invoice receipting.
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 coach or mentor staff.
Assist in developing, preparing, and monitoring 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 Staff Assistant tasks as workflow and demands require.