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City of Henderson · 1 week ago

Administrative Support Specialist -Public Works

Henderson, NC

Full-time

Onsite

Entry, Mid Level

$43K/yr - $48K/yr

2+ years exp

City Of Henderson is seeking an Administrative Support Specialist for the Public Works department. The role involves performing a variety of administrative support and secretarial tasks, handling confidential information, and managing office operations independently while adhering to departmental rules and regulations.

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Responsibilities

Secures information via telephone or personal contact; selects appropriate materials to answer questions, and often handles the inquiries independently

Handles confidential or sensitive information in an appropriate manner; may require verbal, written or digital reports on more complex issues

Handles timekeeping, accounting and budgetary actions, and other functions for the department; orders supplies and materials and serves as contact with the purchasing and finance operations; approves bills for payment; makes recommendations on equipment and technology upgrades to the manager or supervisor

May serve as secretary to one or more boards by developing agenda, making meeting arrangements, and taking and transcribing minutes

Interprets a variety of rules, regulations, and information on the organization's activities

Operates a computer with related data files and generates correspondence, statistics, minutes, and reports; reviews work for compliance, spelling, punctuation, and grammar; proofreads final copies

May be responsible for evaluating staff members’ technology skills and assists in providing or locating resources for skills enhancement

Reviews and verifies records and reports for correct information; processes documents including timesheets for payroll; files and retrieves materials; performs periodic follow-up activities

Requests information using forms or direct contact; compiles information from data or statistics from technology sources and from specialized files developed by higher level program specialists

Maintains sensitive activity records and files; initiates appropriate follow-up or further action based on the status of program activity

Based on review of office records or reports, identifies potential inconsistencies; determines the cause; and resolves with staff and outside personnel

Utilizes the City’s work order system to dispatch and track work requests within the City

May help with the cemetery database and sale of new cemetery plots; prepares cemetery documents such as deeds, grave data sheets and interment permits

Maintains inventory of office supplies

Performs related duties as required

Qualification

Office practices knowledgeComputer technology proficiencyData handling skillsCity functions knowledgeAdministrative support experienceOffice management experienceTactful communicationJudgmentPrioritizationEffective relationshipsPlanningOrganizing

Required

Thorough knowledge of office practices and procedures

Considerable knowledge and ability to use sophisticated computer technology, grammar, vocabulary, and spelling

Considerable knowledge of working with data, statistics, figures, and arithmetic

Working knowledge of City functions to which assigned and related policies, procedures, and regulations

Ability to be tactful and courteous in communicating information to customers and citizens

Ability to use judgment in organizing and establishing priorities and work assigned

Ability to record information, handles cash deposits, and balance figures

Ability to maintain effective relationships with supervisors, employees, and the public

May need the ability to plan, organize, monitor, evaluate, and delegate duties to others

Must be able to physically perform the basic life operational functions of fingering, grasping, talking, hearing, and repetitive motions

Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to move objects

Must possess the visual acuity to prepare and analyze data and figures, to operate a computer, and to maintain organized and thoroughness of the work assigned

Associates degree in administrative support or office management; or related fields

2 years of office management experience, including strong public contact duties; or an equivalent combination of education and experience