Shire Jobs

The

City

of

Kodiak is

recruiting for a

full-time

Administrative

Specialist, at

the

Public Works Department. The

Department is looking

for an experienced

team

player

that has a

desire to

be a part of a progressive

Public

Works Department

working hard to serve the needs of our community.

Under general supervision, this position is responsible for performing advanced, complex, sensitive, and confidential administrative duties and routine support functions of a general or specialized nature in support of a department or specialized program that could include: assisting with the implementation of department goals, objectives, strategies, and policies; administering contracts; assisting with bidding and/or procurement procedures; overseeing the scheduling of regular and special events;

assisting management in

conducting a variety of administrative

projects and research; records management; and maintaining significant customer, contractor and vendor relationships.

The Administrative Specialist

is responsible

for providing

administrative support to

the department

in an efficient

and effective manner

and is frequently required to make independent, sound judgments

and

to

work without direct supervision. The

Administrative

Specialist

must

perform

these

duties

in

a

manner

that

reflects

positively

on the

City

and the

department.

Examples

Of

Essential

Duties

• Initiates, processes, and reviews routine and/or specialized paperwork, forms, reports, and/or confidential information related to assigned area of responsibility, ensuring completeness and accuracy of information.
• Assists with the implementation of department goals, objectives, strategies, and policies which may include; performing a variety of administrative projects and research; overseeing the scheduling of regular and special events; administering contracts; and assisting with bidding and/or procurement procedures .
• Maintains accurate and up-to-date office files, records, and logs for assigned areas; develops, prepares, and monitors various logs, accounts, and files for current and accurate information including manual, computer logs and other specialized or technical documents processed .
• Provide assistance and customer service to patrons via telephone, email or in person.
• Attends to a variety of office administrative details such as ordering supplies, arranging for equipment repair, transmitting information, and keeping reference materials up to date; organizes and maintains office and specialized files in accordance with the City's records management program.

• May maintain significant customer, contractor and vendor relationship by responding to inquiries, coordinating projects, or performing related duties .

• Prepares and/or enters a variety of information on a weekly, monthly, and/or quarterly basis into applicable documents, spreadsheets, invoices, databases, logs, forms, and/or other related areas; maintains related records; monitors and updates department databases .

• Monitors and tracks expenditures against budget; prepares and manages purchase orders; prepares requests for payment; performs basic account reconciliations.
• Coordinates, makes, processes, and confirms staff travel arrangements; arranges for transportation and accommodations for travel, checks and processes expense claims.
• Protects the confidentiality of customer information and records.
• May prioritize and assign work to lower level staff.
• Performs other duties as assigned.

Minimum

Qualifications

High school diploma or General Education Development (GED) and Associate's degree or two-year technical certificate in accounting, business, or related field and three or more years of administrative support experience; or an equivalent c mbination of education and experience sufficient to successfully perform the