Administrative Information Specialist

Job Posting Information At this time, we are creating an eligible list for the citywide job classification of Administrative Information Specialist. The current vacancy is in the City Clerk s Office, where the position plays a key role in coordinating elections administration, managing public records and licensing functions, and supporting the City's boards and commissions. This classification may also be used to fill future vacancies in other departments. Summary/Purpose Under general direction and using independent judgment, the Administrative Information Specialist will establish and perform office support services, to include preparation of complex documents and reports; advise, assist, and train staff who perform office support service, and provide service to the public on complex or specialized matters. Essential Duties & Responsibilities (other duties may be assigned)

• Independently perform clerical responsibilities including conducting research, performing complex calculations, generating detailed and technical reports and letters, and maintaining departmental processes and procedures with speed, accuracy, and professionalism.
• Assist in the preparation and monitoring of the department/division operating budget.
• Calculate charges, secure payments, issue receipts, balance accounts, and deposit money from charges, fees, bills, and deposits.
• Obtain, record, distribute, and route mail and correspondence.
• Requisition, store, distribute, and inventory office supplies and equipment.
• Authorize expenditures within established limits of authority.
• Schedule, arrange, prepare, and provide clerical support for meetings and events.
• Maintain calendars, datebooks, and schedules.
• Assist in the establishment and modification of current office practices, policies, procedures, and services of the organization, and maintain effective and efficient systems for the division, office, or department.
• Operate office equipment including copiers, computers, printers, and other modern office equipment as needed.
• Establish and maintain computer files and databases using available software.
• Provide prompt, quality customer service to internal and external customers, and exercise patience, respect, and professionalism in all routine and non-routine interactions.
• Provide information, respond to questions, and interpret regulations, policies, and procedures.
• Assist others by identifying customer needs, responding to controversial questions or questions of policy, and directing requests to the appropriate individual when necessary.
• Distribute, secure, review, approve, deny, and issue forms, applications, permits, licenses, and registrations within areas.
• Be an effective team member by exhibiting self-motivation, support other employees in handling tasks, interact effectively and respectfully with others, show a desire to contribute to the team effort, accept assignments willingly, and complete tasks with agreed upon timelines.
• Other duties may be assigned.