Administrative Specialist (Confidential) bei City of North Miami, FL

About the Department

This position involves responsible, technical, and complex administrative work, performing duties that assist in relieving an administrative supervisor of assigned operational responsibilities. Work is performed under the general supervision of the Assistant Personnel Director or other designated supervisor. Work products are reviewed through personal conferences, proper preparation and execution of written documents, or evaluation of completed assignments to ensure compliance with applicable policies, procedures, laws, rules, and regulations.

An employee in this position may have considerable contact with the general public, City officials, and City employees. The work performed is often of a sensitive or confidential nature. The incumbent also performs professional and technical personnel duties within the City's personnel program and related work as required.

Position Duties

• Answer, screen, and route incoming phone calls in a professional and courteous manner.
• Maintain organized filing systems (both electronic and hard copy) to ensure accuracy, confidentiality, and ease of retrieval.
• Prepare, proofread, and process correspondence, reports, and other official documents.
• Schedule and coordinate meetings, appointments, and conference calls for Personnel Department leadership.
• Provide administrative support during Personnel Board Meetings, including agenda preparation, recordkeeping, and distribution of materials.
• Handle sensitive and confidential information with discretion and in compliance with City policies.
• Assist with data entry, record maintenance, and database updates.
• Monitor office supplies, prepare requisitions, and coordinate with Purchasing as needed.
• Support department staff with special projects and assignments as directed.
• Develop, install, and maintain office systems, forms, and procedures.
• Review, evaluate, and process legal documents for recording, indexing, and filing in accordance with legal and procedural requirements.
• Supervise the processing of fiscal records, supplies, and funds.
• Assist in the review, computation, and processing of budget requests.
• Provide answers to inquiries from the general public, public officials, City employees, or other individuals.

Minimum Qualifications

High school diploma or G.E.D. equivalent, plus two (2) years of experience in responsible and varied administrative work. Extensive training in Microsoft Office, Excel, and/or other applicable software packages to ensure the ability to perform the essential functions of the position.

OR

 An equivalent combination of training and experience that provides the required knowledge, skills, and abilities.

Equipment Used/Job Location: 
Operates a computer, printer, facsimile machine, copier, calculator, and other equipment developed or advanced through future technology as required by the job.

- A valid driver’s license is required.

Other Qualifications

• Thorough knowledge of record-keeping practices and procedures.
• Good knowledge of City ordinances, State laws, and regulations relevant to the area of assigned responsibility.
• Good knowledge of office practices, as well as related departmental policies and procedures.
• Good knowledge of research methodologies and report preparation.
• Ability to understand and follow complex oral and written instructions.
• Ability to make sound decisions independently in the absence of an administrative superior.
• Ability to deal effectively with the general public and other individuals in an office environment.
• Ability to perform complex calculations quickly and accurately.
• Ability to type from clear copy or rough draft at a minimum of 30 net words per minute.
• Physical ability to perform the duties of the position.

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