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Administrative Specialist

Company: City of Santa Barbara, CA
Location: Santa Barbara
Posted on: June 6, 2021

Job Description:

THE POSITION

Perform a wide variety of complex administrative duties, according to departmental assignment, with only occasional instruction or assistance. Examples of duties include: customer service, summarize reports and legislation; prepare correspondence, forms, memos, resolutions, invoices, receipts, licenses, statistical statements and reports, minutes of meetings, and legal documents from written or recorded sources; proofread; explain or interpret information on departmental and City policies and procedures; research and maintain records and files; answer telephones, and assist the public and employees in a courteous manner; compile agendas; attend and record commission and/or committee meetings and compile/prepare meeting minutes for review; may exercise lead responsibility over other support staff or interns; perform other work as required. Flexible work schedules may be available. Spanish speaking and writing skills are desirable.

The eligibility list established by this recruitment may be utilized by various departments as vacancies occur. There are current vacancies in the Parks & Recreation Parks division and the Public Works Engineering division.

Bilingual skills may be required for certain vacancies.

EMPLOYMENT STANDARDS

Knowledge of: English usage, grammar, punctuation, and spelling; business letter format and report preparation; basic mathematics and accounting principles/practices; telephone and email etiquette; operations, services, and activities of work area; creation and/or maintenance of filing systems; computer programs including Windows, Microsoft Office, and document management systems.

Skill in: Operating personal computer and general office equipment. Experience with Excel and enterprise software (e.g. Accela permit software, Munis financial software, and Hyland OnBase document management software) is highly desirable.

Ability to: Work independently on complex administrative duties with only occasional instruction or assistance; review and check documents for accuracy and completeness; understand and follow oral and written instructions; communicate clearly and concisely, both orally and in writing; select, interpret, explain, and apply policies and procedures to the public and employees in a courteous manner; apply established priorities and procedures to collect and calculate fees, penalties, invoices, permits, and licenses; process applications and bills; operate a computer terminal or specialized equipment as assigned; assign, train, and review work of employees; coordinate and monitor work flow; meet schedules and timelines; formal minute taking procedures for meetings may be necessary.

Experience: Minimum two years of increasingly responsible general clerical experience including some accounting or bookkeeping experience. A bachelor's degree from an accredited college or university may be substituted for experience.

License Requirements: Applicant may be required to possess a valid California driver's license at time of appointment. For position in Engineering: A Notary Public License in California is highly desirable.

Physical Conditions: Essential functions may require maintaining physical condition necessary for lifting boxes of files, stooping, standing, walking or sitting for prolonged periods of time, depending on assignment.

SELECTION PROCESS

It is important that your application show all the relevant education and experience you possess that qualifies you for this position. Applications may be rejected if incomplete.

The selection process may consist of a written exam and a computer skills exam. The written examination may include questions on reading comprehension, spelling, punctuation, grammar, vocabulary, and math.

ADDITIONAL INFORMATION

CITY APPLICATION AND RESPONSES TO THE SUPPLEMENTAL QUESTIONNAIRE MUST BE RECEIVED BY 5:30 P.M. ON THURSDAY, JUNE 17, 2021.

Keywords: City of Santa Barbara, CA, Santa Barbara , Administrative Specialist, Other , Santa Barbara, California

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