Administrative Specialist II
City of Brownsville - Brownsville, TX

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GENERAL DESCRIPTION OF CLASS: The purpose of the administrative specialist II is to provide administrative and secretarial support to a department

/ division. The class is responsible for document preparation; assisting with special projects data entry, responding to public requests and inquiries, scheduling meetings and/ or travel arrangements, handling purchase orders and invoices, file and inventory maintenance. The class works within a general outline of work to be performed; develops work methods and sequences under general supervision.

ESSENTIAL TASKS:
Creates, revises and edits correspondence and documents such as memos, letters, invoices, reports and/ or agendas.

Prepares and maintains purchase orders and invoices for payment.

Performs accounting functions such as balancing receipts and ledgers, making bank deposits and recording payments.

Performs human resource functions such as payroll preparation and processing leave requests.

Assists with budget preparation.

Assists with supervising and scheduling work assignments for subordinate employees.

Schedules travel arrangements, inspections and meetings.

Orders supplies and maintains departmental inventory.

Receives and redistributes incoming mail.

Answers and redirects phone calls.

Issues permits and licenses.

Responds to customer inquiries and requests.

Assists with special projects.

Maintains and updates filing systems.

Performs data entry functions.

INVOLVEMENT WITH DATA, PEOPLE AND THINGS
DATA INVOLVEMENT:
Requires copying, transcribing, entering, or posting data or information.

PEOPLE INVOLVEMENT:
Requires speaking or signaling to people to convey or exchanging information of a general nature.

INVOLVEMENT WITH THINGS:
Requires handling or using machines, tools, or equipment that require brief instruction, or experience such as computers for data entry, fax machines, complex copiers, telephone systems, or other similar equipment, services office machines including such actions as adding paper and changing toner.

COGNITIVE REQUIREMENTS
REASONING REQUIREMENTS:
Requires performing semi-skilled work involving set procedures, but with frequent problems.

MATHEMATICAL REQUIREMENTS:
Requires performing addition, subtraction, multiplication, and division; may calculate ratios, rates and percents.

LANGUAGE REQUIREMENTS:
Requires reading routine sentences, instructions, regulations, procedures, or work orders, writing routine sentences and completing routine job forms and incident reports; speaking routine sentences using proper grammar.

MENTAL REQUIREMENTS:
Requires clerical tasks requiring a wide range of procedures with intensive understanding of a restricted field, or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

JUDGEMENT AND DECISIONS:
Requires being responsible for guiding others, requiring frequent decisions, affecting coworkers, and others who depend on the service or product, works in a somewhat fluid environment with rules and procedures, but with many variations from the routine.

VOCATIONAL/ EDUCATIONAL AND EXPERIENCE PREPARATION
VOCATIONAL/ EDUCATIONAL PREPARATIONS:
Requires high school diploma or GED and formal training special courses, or self-education equivalent to satisfactory completion of one year of college education or specialized advanced training in administrative, clerical procedures, or a closely related field.

SPECIAL CERTIFICATIONS AND LICENSES:
Valid Texas Drivers License.

EXPERIENCE REQUIREMENTS:
Requires over six months and up to and including one year.

AMERICANS WITH DISABILITIES ACT REQUIREMENTS
PHYSICAL AND DEXTERITY REQUIREMENTS:
Requires sedentary work that involves walking or standing some of the time, exerting up to 10 pounds of force on a recurring basis, and routine keyboard operations.

ENVIRONMENTAL HAZARDS:
The job risks exposure to no significant environmental hazards.

SENSORY REQUIREMENTS:
The job requires normal visual acuity, and field of vision, hearing and speaking.

ADA COMPLIANCE
The City of Brownsville is an Equal Opportunity employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

BENEFITS:
The City of Brownsville offers benefits including a retirement system, sick and annual leave, and health and life insurance.

This class specification should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this job. The incumbents may be requested to perform job related responsibilities and tasks other than those stated in this specification. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events. This updated job description supersedes prior descriptions for the same position. Management reserves the right to add or change duties at any time.

This position is contingent upon continued availability of funds.

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