City of Gainesville · 10 hours ago
Staff Specialist
Gainesville, FL
Full-time
Onsite
Senior Level, Lead/Staff
$19.13/hr - $29.85/hr
2+ years expThe City of Gainesville is seeking a Staff Specialist to support middle to upper middle level managers in their various divisions. This role involves performing complex administrative tasks, managing sensitive information, and ensuring compliance with city policies while contributing to the community's success.
Government Administration
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
Qualification
Required
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
If courier duties required, a valid Florida Driver license is required
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
While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time
May require occasionally working outside regular business hours, including nights, weekends and holidays
Preferred
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
Benefits
Health insurance
Life insurance
Paid leave
11 paid holidays a year
A pension plan
A deferred compensation plan
On-site fitness centers
Tuition reimbursement
On-site medical staff
A wellness program
Company
City of Gainesville
Gainesville is defining a new kind of city - a new American city - that aspires to become a model for other communities
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Bonita Delatorre
Talent Acquisition Specialist
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