Administrative Specialist Grant Administrative Special Projects Unclassified
Administrative Specialist Grant Administrative Special Projects Unclassified
Posted on :
29-04-2025
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1 Vacancy
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Job Description
General Statement of Duties
The Administrative Specialist (Grant Administration & Special Projects) position supports both the operational and strategic functions of the office of Grant Administration and Government Affairs. Duties involve interpreting policies and procedures related to grant funding and project implementation and ensuring activities align with organizational goals and compliance standards. Responsibilities include gathering and evaluating data to support program planning budget tracking and process improvements. The position also plays a supporting role in coordinating crossfunctional activities maintaining documentation and preparing reports. This employee performs a widerange of professional tasks including highly responsible administrative assistance to the office of Grant Administration and Government Affairs. Performs related duties as required.
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.
Knowledge of:Principles and procedures of record keeping.English usage spelling grammar and punctuation.Departmental procedures policies and rules.Basic principles and practices of budget preparation.Basic principles and practices of accounting as appropriate to assigned area.Basic principles of project management as appropriate to assigned area.Principles and practices of mathematics.Principles and practices of statistics as appropriate to assigned area.Modern office procedures methods and computer equipment.Principles and practices of program development and administration.Principles of business letter writing and report preparation.Pertinent federal state and local laws codes and regulations.Management skills to analyze programs policies and operational needs.Various software and mainframe applications as appropriate to assigned area of responsibility.Video production as appropriate to assigned area of responsibility.Grant application process and administration as appropriate to assigned area of responsibility.Skill to:Operate assigned vehicle machinery equipment and tools as appropriate to assigned area of responsibility.Install use and upgrade a variety of computer applications software hardware LANS WANS etc. related to assigned area of responsibility.Utilize Microsoft Office suite applications or similar productivity softwareAbility to:Interpret and apply departmental policies and procedures.Work independently in the absence of supervision.Research analyze and evaluate programs policies and procedures.Prepare clear and concise reports.Communicate clearly and concisely both orally and in writing.Establish and maintain effective working relationships with those contacted in the course of work.Follow all safety rules and regulations of the department to which assigned.Identify and respond to issues concerns and needs.Learn total quality management principles and practices.Analyze problems identify alternative solutions and project consequences of proposed actions.Prioritize multiple duties and manage time related to assigned area of responsibility.
Examples of Work Performed
(Illustrative only. Any one position within this classification may not include all of the duties listed nor do the listed examples include all of the tasks that may be performed.
Provides clerical technical and administrative assistance to assigned supervisor in support of assigned city programs; assists supervisor with departments management systems which may include personnel management purchasing processes training programs or others.
Collects compiles and analyzes information from various sources on a variety of specialized topics.
Utilizes computerized software packages to provide and evaluate statistical trends and narrative/information reports; uses spreadsheets to enter and manipulate data in order to produce technical information.
Contacts appropriate parties to elicit information for projects or contracts; extracts data from a variety of sources; compiles and evaluates data and information; advises internal and external customers about guidelines; reviews invoices evaluates adjustments and performs cost studies; reviews necessary reports for adherence to standards and criteria; contacts appropriate parties to resolve any problems or discrepancies; prepares a variety of activity reports pertaining to assigned responsibilities.
Prepares a variety of statistical and narrative reports within functional area related to operational activity survey results and special projects; searches appropriate primary and secondary source material; elicits information from appropriate parties; evaluates data and prepares reports on findings; may participate in operational service reviews in areas of responsibilities.
Prepares presentations general and technical correspondence and promotional materials; develops forms tracking systems databases and spreadsheets
Resolves difficult or sensitive customer service inquiries or problems; advises public on complex rules policies and procedures; responds to inquiries from employees and the public.
Researches information organizes evaluates and compiles results and prepares detailed summaries tracks progress of projects and payment expenditures and reimbursements.
Prepares and processes administrative documents such as vouchers permits personnel actions requisitions and contracts; prepares documents for purchasing fiscal project or program areas; maintains a variety of records and files.
May perform general office/secretarial tasks such as but not limited to monitoring/ordering standard office supplies; collating and assembling documents; accepting and delivering interdepartmental correspondence photocopying/faxing correspondence and reports; attend meeting and take/distribute minutes; scheduling appointments and maintaining supervisors calendar; screening calls/visitors; making travel arrangements.
Works independently with recurring work on their own initiative; supervisor assists with projects or situations not previously encountered or where new/revised regulations or procedures apply.
May coordinate various financial activities that may include preparing reports for the City Finance Department monitoring and submitting requisitions and establishing purchase orders.
May assist department supervisory and management staff in annual budget development and administration processes; research and collect data; identifies need for budget adjustments and modifications as appropriate and necessary.
May compile calculate maintain and review departmental payroll; verifies time sheets.
May assist in staff training and development.
HR CONTACT:Required Education and Experience
RESUME MUST BE ATTACHED
Each applicant must have one year of experience in a paid clerical or administrative support role and an Associates degree or college credit equivalent in a business communication management or a closely related field.
Education may be substituted for experience. Experience may be substituted for education.
Bachelors Degree is preferred.
Notary Public certificate is preferred.OTHER REQUIREMENTSMay require a valid Drivers License.May require possession of Notary Public certification.MILITARY EDUCATION & EXPERIENCE EVALUATIONMilitary education and experience may be substituted for college level course work at the lower and upper division baccalaureate and graduate levels and apprenticeship training at the vocational certificate level on a case by case basis based on the American Council on Education (ACE) Military Guide recommendations.Working and Physical Conditions
Environmental Conditions:
Office environment; exposure to computer screens; possible exposure to outside and inside working conditions; working closely with others; maybe required to work alone and unsupervised; may be exposed to excessive noise and moving objects/ vehicles; may be required to work irregular hours.Physical Conditions:
Duties require maintaining physical condition necessary for sitting standing and walking for prolonged periods of time; may require light to moderate lifting reaching pulling and carrying; manual dexterity and audiovisual and linguistic acuity required.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
Key Skills
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