City of Chandler Salary Plan - 2009-10
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OT Status Legend:
Non-Exempt = Hourly Position
Exempt = Salaried Position
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Excellence is the responsibility of everyone at the City of Chandler. We lead by
our core values in constant pursuit of excellence:
*Commitment – Dedicate oneself to consistent and excellent public service
*Innovation – Implement unique, creative and cost-effective solutions
*Communication – Communicate in a positive, honest and productive manner
*Integrity - Adherence to high ethical standards
*Diversity – Promote inclusiveness
and impartiality throughout the organization
*Personal Responsibility – Take initiative to achieve excellence and accept accountability
*Respect – Demonstrate a high regard
for others
*Teamwork – Promote cooperative efforts, open communication and trust
All City employees are expected to conduct themselves in a way consistent with the
above values.
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| Job Description |
ADMINISTRATIVE SPECIALIST
Pay Grade: A15 FLSA Status: Non-Exempt
Job Group: Clerical/Technical (A) Class Code: A070
Effective Date: 7/01 Revision Date: 8/03, 7/05
Classification Summary:
This is a journey level secretarial and advanced administrative support position. At this level, there is a cross-over between general clerical work in support of general office functions to more complex and less routine work of a secretarial nature for a department or division and specific staff. An Administrative Specialist performs many of the same functions as Administrative Support positions and will have more responsibility for department/division functions of an administrative nature that require the use of independent judgment to prepare correspondence, reports and other documents or perform basic research and analysis of data. An employee in this class provides specialized department/division information to customers and prepares a variety of correspondence, documents and reports for department staff. An Administrative Specialist may supervise or oversee the work of others or provide general direction on work tasks and responsibilities.
Essential Functions:
Essential Functions are not intended to be an exhaustive list of all responsibilities, duties and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it. Employees are responsible for all other duties as assigned.
Composes own correspondence, compiles data and information to prepare complex documents, statistical, graphic and other reports;
Provides specialized department/division information to customers;
Maintains and updates contracts, agreements, financial records, databases, budgets and coveys data and/or responses to the public, other departments and city employees;
Maintains files, data and other information and conducts basic research and analysis on special projects;
Compiles budget information and data and may assist with budget preparation;
Bills and collects payments on accounts, leases or other operations:
Enters/verifies invoices; processes and tracks purchase orders;
Makes travel arrangements:
Prepares agendas, takes and transcribes minutes, reports or other information;
Maintains inventories, departmental records, plans, manuals and standard operating procedures;
Assists in enforcing agreements or procedures and issues departmental permits;
Uses various software applications and/or maintains a database of information;
Enters data into city or department systems and applications;
Performs various accounting related tasks, balances/reconciles reports, checks, deposit funds, etc, and verifies information and other data;
Processes legal notifications;
Responds to requests for information;
Performs scheduling and calendar duties;
Performs all work duties and activities in accordance with City policies, procedures;
Works in a safe manner and reports unsafe activity and conditions. Follows City-wide safety policy and practices and adheres to responsibilities concerning safety prevention, reporting and monitoring as outlined in the City’s Safety Handbook.
Other Duties and Responsibilities
May supervise or provide direction to other staff;
May oversee one or more specific processes or projects related to the assigned department;
Knowledge, Skills and Abilities:
Knowledge of:
The operation of personal computer and various software applications for word processing, spreadsheets, graphic presentations, database management, etc.;
Record keeping practices and procedures;
Telephone etiquette and customer service techniques;
Standard office practices and procedures;
English grammar and punctuation.
Modern office practices and procedures.
Ability to:
Learn department programs, policies, procedures and processes sufficiently enough to convey related information to the public and other city staff;
Maintain important records efficiently and accurately and to prepare clear and concise reports;
Maintain confidentiality of information processed or prepared;
Calculate solutions to mathematical problems involving addition, subtraction, multiplication and division;
File and maintain complex clerical records;
Ability to perform duties and responsibilities independently;
Take and transcribe minutes of meetings;
Conduct research and analysis of special projects;
Operate a variety of standard office and computer equipment;
Maintain effective working relationships with other City employees, supervisory personnel, state and local elected officials and the public;
Operate a personal computer and related software such as word processing, spreadsheets, etc.;
Communicate effectively both orally and in writing;
Follow detailed written and verbal instructions;
Respond appropriately to public inquiries and present a positive public image;
Accurately proofread numerical and text data;
Accurately type documents at a reasonable rate of speed;
Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.
Supervision Received:
The work is performed under the supervision of a department supervisor, manager or superintendent.
Supervision Exercised:
May supervise or provide direction to other staff.
Minimum Qualifications:
High school diploma or GED equivalency; and
At least two (2) years of previous secretarial/administrative experience; or
Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.
Desirable Qualifications:
Courses in office practice, basic math, computer or general business classes.
Work Environment:
The primary duties of this class are performed in a general office environment.
Essential Physical Abilities:
Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively on the telephone and in person;
Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review documents and file them in a prescribed order, and organize documents and materials;
Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate a personal computer and other office equipment;
Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period of time and to reach, stoop, bend and stretch in filing materials. |
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