Job Details

Transfer List - Administrative Specialist

Pay $53646.84 - $65207.74 / year

Employment type Full-Time

Job Description

Req#: 3741498

This opportunity is only available to current City of Santa Barbara employees who are interested in a lateral transfer to a department or division different from where they currently work.

To qualify to be on the Administrative Specialist transfer list, you must currently be employed by the City of Santa Barbara as an Administrative Specialist. Additionally:

• You must currently be employed in a full-time capacity as an Administrative Specialist or have previously successfully passed probation in that job classification with the City.
• You must meet the Minimum Qualifications of the new job.
• You must "apply" to this posting.


Different transfer types are defined as:

• Interdepartmental transfer - a transfer in the same class from one department to another.
• Intradepartmental transfer - a transfer in the same class in the same department but into a different division.

Employees who are transferred remain at the same rate of pay.

POSITION SUMMARY:

DEFINITION To perform complex clerical and/or accounting duties; to assist and inform the public on office policies and procedures; and to maintain complex files, data and records in support of assigned office.

DISTINGUISHING CHARACTERISTICS This is the advanced journey level class in the Office Specialist series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including composing correspondence, maintenance of complex records and files, and compilation of data and reports. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility. Assignments may be oriented to clerical or accounting/ clerical, with different duties at a comparable level of responsibility.

SUPERVISION RECEIVED AND EXERCISED Receives general supervision from higher level staff. May exercise functional and technical supervision over lower level clerical staff.

Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Two years of increasingly responsible general clerical experience including some accounting or bookkeeping experience.
Training: Equivalent to the completion of the twelfth grade supplemented by specialized clerical or accounting training.
License or Special Requirements: Possession of a California Driver's license may be required at time of appointment. Basic proficiency may be required in Word and/or Excel, depending upon assignment. Typing Certification at 45 net wpm may be required at time of application depending upon assignment, within the last 6 months.

Examples of Essential Functions:
• Provide exemplary customer service to all individuals by demonstrating a willingness to be attentive, understanding, responsive, fair, courteous and respectful, and to actively participate in maintaining a positive customer service environment.
• Operate a personal computer, switchboard, copiers, facsimile and microfilm machines; input and retrieve data and text; organize and maintain disk storage and filing.
• Compile information and data for statistical and financial reports; maintain a variety of statistical records; check and tabulate data.
• Generate, update, and retrieve information from various sources including accounting, statistical and related documents; verify data for accuracy and completeness; assist in the compilation of reports.
• Prepare and proofread a variety of documents and forms including correspondence, reports, forms, memoranda, resolutions, specifications, transcripts, reports, and minutes of meetings; compose difficult correspondence as required.
• Maintain administrative records and files pertaining to department functions, accounts payable, budgeting and accounts receivable; maintain complex filing systems; perform various clerical duties in support of assigned functions.
• Participate in a variety of record keeping duties; participate in accounts receivable and payable activities; maintain payroll; prepare bank deposits; audit invoices, time records, statements and requisitions; investigate discrepancies; prepare financial reports.
• Calculate percentages, generate and maintain quarterly billings and records; compute and collect fees for various applications, registrations and licenses; issue receipts for fees collected; receive and reconcile receipts.
• Coordinate and schedule facility reservations; coordinate and schedule meetings and appointments; schedule travel arrangements, and process claim receipts.
• May oversee office operations and assist in training lower level staff.
• Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
• Answer the telephone and assist the general public; provide information on departmental and City policies and procedures as required.
• Perform related duties and responsibilities as required.
PROCESS:
Once you have applied, your application will be sent for consideration for any future vacancies in that classification. Your application will remain active on the list for a period of one year.
Knowledge of:
English usage, grammar, punctuation, and spelling.
Standard formats for business letters and reports.
Modern office procedures, operations, services, and activities.
Methods and principles of data collection, retention and statistical report preparation.
General math and accounting principles/ practices.
Principles of record keeping, creation and/or maintenance of filing systems.
Telephone etiquette.
Windows 95/98 and the Microsoft Office Suite of applications.

Ability to:
Work independently to perform complex clerical or accounting duties with only occasional instruction or assistance.
Select, interpret, explain, and apply City policies and procedures to the public and employees in a courteous manner.
Apply established priorities and procedures to accept and process applications, claims, and bills; collect and calculate fees, penalties, bills, permits and licenses.
Operate a personal computer at a minimum speed of 45 net words per minute; ten key or numeric keypad by touch; cash register, calculator, microfilm readers/printers; copy and fax machines; shorthand or speed writing may be required.
Coordinate and monitor work flow; review and check documents for accuracy and completeness; meet schedules and time lines.
Draft clear formal documents and minutes from notes and/or taped recordings.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:
-- Sitting for extended periods of time
-- Operating assigned equipment
Maintain effective audio-visual discrimination and perception needed for:
-- Making observations
-- Communicating with others
-- Reading and writing
-- Operating assigned equipment

About the company

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