ADMINISTRATIVE SPECIALIST (NON COMPETITIVE) - City of Cincinnati, OH : Job Details

General Statement of Duties

This Administrative Specialist supports the Water Quality and Treatment and Supply Divisions and is located at Richard Miller Treatment Plant. This Administrative Specialist must understand and apply laws, rules, and policies from a variety of sources with clarity and consistency. This position provides payroll oversight and procures goods and services, in addition to general day-to-day office responsibilities. This position uses intermediate to advanced level Microsoft Office skills, including PowerTools (PowerBI, PowerAutomate, Power Query), macros, and generative AI (ie, CoPilot, ChatGPT). This position provides training on these tools, and others, to a wide audience with differing levels of experience and backgrounds. This Administrative Specialist should have a foundational knowledge of accounting, finance, statistics, continuous improvement, and demonstrate leadership qualities.

Exercising independent judgment, this employee performs highly responsible technical, administrative, and analytical duties in an assigned service area or department. Employee applies rules and regulations in the administration of city programs; researches and analyzes data for management systems, including budgeting, finance administration processes and personnel management. Employee provides highly responsible administrative assistance to an assigned department. Performs related duties as required.

The Administrative Specialist may specialize in one area, such as human resources or finance, or may have broader responsibility of multiple internal service functions.

Incumbents may perform routine professional work with a fair degree of independence or may perform more complex work under closer supervision.

Minimum Qualifications (KSAs)

(Illustrative only. Any one position may not require all of the listed KSAs nor do the listed examples include all the KSAs, which may be required.)

In addition to the Knowledge, Skills and Abilities requirements of the Administrative Technician:

Knowledge of:

Concepts, methodologies, and tools pertaining to the organizing, tracking, and reporting aspects of project and program management.

Knowledge specific to the area of assignment; considerable knowledge of the major principals, practices, methods, and techniques of administration relating to areas such as general management, budgeting, human resources, or finance.

General knowledge of how city government functions.

Skill to:

Operate specialized hardware devices, tools, and equipment relating to assigned function.

Operate copy machines, printers, scanners, fax machines, office phone, smart phone, computer, laptop, and iPad.

Utilize Microsoft Office products including Word, Excel, PowerPoint, Assess, and Outlook, Adobe Pro, and various applications such as CHRIS, CFS, and Sharepoint. Conduct independent, original research based on sound analysis and leading to appropriate recommendations to resolve specific issues.

Ability to:

Develop strategies to problems of moderate complexity focused on a specific program, function, or service area; adapt guidelines, including unwritten policies, precedents, and practices that are not always completely applicable to changing situations.

Apply comprehensive grasp of most factors affecting area of responsibility.

Evaluate situations having multiple (and sometime conflicting) elements/considerations.

Make judgments and decisions that are still guided by policies, procedures, and management imposed limits, but latitude exists for non-reviewed actions or decisions on routine and some non-routine matters.

Understand, apply, and/or adapt complex/conflicting oral or written regulations or guidelines to diverse and dissimilar situations.

Act independently and know when to refer situations to higher-level authority.

Prepare cost projections and monitor/control budgetary compliance.

Understand and apply contract terms and provisions.

Organize, analyze, and evaluate tangible and intangible data soundly and impersonally.

Understand, interpret, and apply rules, standards, or procedures and persuade others to accept or adopt recommendations.

Formulate reasonable and effective conclusions.

Conduct thorough investigations, determine methodologies, and obtain basic data necessary to evaluate solutions to complex problems and issues with multiple variables.

Train, supervise, or evaluate assigned staff and their work.

Consistently demonstrate a pleasant, good-natured, and cooperative attitude with others on the job; maintains composure, even in very difficult situations; accept criticism well and remain calm in high stress situations involving other people or their circumstances.

Consistently fulfill job and work obligations and deal effectively with ambiguity.

Required Education and Experience

REQUIRED EDUCATION AND EXPERIENCE:

Internal:

* Two years of experience with the City of Cincinnati in administrative support work described below and have an Associate's degree or a minimum of 60 semester credit hours from an accredited college or university. One additional year of experience may substitute for up to half of the educational requirement.

* One year of experience with the City of Cincinnati (or have completed probation) in a classification listed as transfer-eligible for this position under CODE contract Appendix A-1.

External:

* Two years of experience in administrative support work such as

* Planning, prioritizing, and coordinating work

* Communicating with supervisors, peers, or subordinates

* Managing and training employees ? Collecting and analyzing data or information

* Applying rules, policies, and procedures

* Working with computers and computer systems

* Other administrative support duties

AND an Associate's degree or a minimum of 60 semester credit hours from an accredited college or university.

Working and Physical Conditions

Environmental Conditions:Office environment; exposure to computer screens; working closely with others.

Physical Conditions: Duties require maintaining physical conditions necessary for sitting for prolonged periods of time; manual dexterity required.