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Administrative Support Specialist ID - 12722

Description

 

GENERAL STATEMENT OF JOB

This is the third of four levels in the Administrative Support series. Incumbents provide primarily non-routine administrative support to a department or function. Duties require the interpretation of policies and procedures and the use of independent judgment. Responsibilities may include taking formal meeting minutes; tracking expenditures and budget status; creating unique, complex documents and correspondence; compiling, reviewing, correcting, and approving data; maintaining an inventory of supplies and/or equipment; preparing bids; and performing the duties of the lower levels. Incumbents may provide work direction to lower-level staff.


***PLEASE NOTE:THIS POSITION IS LOCATED AT THE WASTEWATER TREATMENT PLANT.***


***PLEASE NOTE: THIS VACANCY IS OPEN TO CURRENT CITY OF CLARKSVILLE EMPLOYEES ONLY. YOU MUST BE EMPLOYED WITH THE CITY OF CLARKSVILLE FOR AT LEAST SIX MONTHS TO APPLY AND BE CONSIDERED FOR THIS POSITION. APPLICATIONS NOT MEETING THESE REQUIREMENTS WILL NOT BE CONSIDERED.***

 

Example of Duties

 

SPECIFIC DUTES AND RESPONSIBILITIES
 
Essential Functions:

  • Composes, edits, and reviews a variety of standard and/or specialized correspondence, reports, documents, applications, forms, violations, memos, and/or other applicable materials.

  • Prepares meeting agendas and minutes; attends meetings and takes formal meeting minutes; distributes meeting minutes to appropriate individuals.

  • Reviews and corrects a variety of data, confidential records, and information for the department.

  • Organizes and maintains files, including creating and maintaining confidential department/employee files; files documents alphabetically, numerically, or by other prescribed methods.

  • Maintains appropriate office supply levels within assigned area of responsibility; requisitioning supplies as needed.

  • Tracks a budget and monitors expenditures.

  • May prioritize and assign work to lower-level staff; monitor the performance of lower-level staff; train staff on work methods and procedures; and participate in staff evaluations. 

  • Performs other related work as required.

 

Typical Qualifications

 

MINIMUM EDUCATION AND TRAINING


Education and Experience:

  • High school diploma or GED equivalent and three (3) years of office experience.

  • An equivalent combination of education and experience sufficient to perform the job's essential duties.


License and Certifications

  • Some positions may require certification in their area of responsibility.

 

Supplemental Information

 

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED


Knowledge, Skills, and Abilities:
Knowledge of:

Skill in:

  • Maintaining records and files.

  • Preparing meeting agendas and minutes.

  • Preparing specialized documents.

  • Preparing reports.

  • Using proper English, grammar, punctuation, and spelling.

  • Monitoring a budget.

  • Using computers and related software applications.

  • Maintaining confidentiality.

  • Prioritizing and assigning work.

  • Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to receive work direction.


Physical Requirements:

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required: 


  • Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.

  • Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.

  • Grasping: Applying pressure to an object with the fingers and palm.

  • Handling: Picking, holding, or otherwise working, primarily with the whole hand.

  • Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination sound. 

  • Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. It occurs to a considerable degree and requires substantial use of upper extremities and back muscles. 

  • Mental Acuity: Making rational decisions through sound logic and deductive processes.

  • Pulling: Using upper extremities to exert force to draw, haul or tug objects in a sustained motion.

  • Pushing: Using upper extremities to press against something with steady force to thrust forward, downward, or outward.

  • Reaching: Extending hand(s) and arm(s) in any direction.

  • Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

  • Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

  • Standing: Particularly for sustained periods of time. 

  • Stooping: Bending body downward and forward by bending spine at the waist. It occurs to a considerable degree and requires full motion of the lower extremities and back muscles. 

  • Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

  • Visual ability 1: sufficient to perform an activity like preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

  • Walking: Moving about on foot to accomplish tasks, particularly for long distances or move from one work site to another.

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This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

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When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

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Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

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This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

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