About the Department

GENERAL STATEMENT OF JOB

Under general supervision, this position provides complex administrative and technical duties in the support of management, departmental programs and or operations. This position oversees the full lifecycle of technology-related contracts, ensuring compliance with legal, regulatory and procurement standards.  Reports to the Assistant Chief Information Officer.  

ESSENTIAL JOB FUNCTIONS

Maintain and reviews contracts, drafting cooperative purchasing agreements, and interdepartmental memoranda, while tracking key milestones such as renewals, amendments, and expirations to ensure service continuity and reduce risk.

Maintains a centralized, audit-ready repository of contracts and ensure Certificates of Insurance are current. Vendor performance and service level agreements are monitored, with issues reported to stakeholders. Departments are supported in identifying and leveraging cooperative contracts to streamline procurement and improve efficiency.

Performs a wide range of administrative support tasks, including word processing, data entry and retrieval, creating spreadsheets, forms, documents, and generating reports. They assist with departmental financial processes such as invoice payments and budget tracking and pay departmental bills using computerized system.

Performs administrative support work such as word processing, data entry and retrieval, creating spreadsheets, forms, and documents; extracts data and creates reports, and functions that may require interpretation and judgment in determining the appropriate processes to be used; and reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies. 

Answers telephone and responds to inquiries; refers callers and routes messages to appropriate personnel as necessary; responsible for receiving and distributing mail and packages to employees; order supplies for the department; assists with the preparation of departmental financial information; and pays departmental bills using a computerized system.

Establishes systems for ensuring city and departmental personnel policies and procedures are appropriately administered; develops departmental strategic plans, research, and evaluations; assists with departmental human resource functions such as scheduling candidate interviews, preparing selection packages etc.; and performs other similar types of administrative support activities. Coordinates with the Department of Human Resource Management on a variety of human resource functions including policies and procedures, training, employee relations issues, etc.

Review and process personnel actions to effect changes in employee status such as pay increases, transfers, promotions, Family Medical Leave Act (FMLA) leave, leave of absences, and terminations; computes salary changes or adjustments and retroactive pay according to established policies and procedures; and enters payroll into the computerized system in accordance with established procedures and deadlines.

May serve as a liaison or point of contact for management, department, external agencies etc.; interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; may screen and respond to inquiries and complaints or take and/or route messages; organizes and maintains calendars, schedules, meeting requirements, travel arrangements etc. 

Develops, updates and assists in the implementation of department policies and procedures.

Performs other related work as required.   Individual assignments will be determined by supervisor based on current workload and department needs.

Position Duties

PERFORMANCE INDICATORS

Knowledge of Job: Has thorough knowledge of city and departmental rules, regulations, policies and procedures, and the ability to interpret them.  Has thorough knowledge of the organization and functions of the city. Has thorough knowledge of general office practices, methods and procedures used by the city.   Has considerable knowledge of arithmetic, spelling, grammar, punctuation, and vocabulary. Ability to screen communications and determine content matter to handle independently or route to proper source. Ability to correct spelling, grammar, punctuation and typing errors and use independent judgment in organizing and establishing format; ability to gather information from a variety of sources and draft documents and establish and maintain moderately complex files. Is skilled in the use of common office equipment, including computer-driven word processing, spreadsheets, and file maintenance programs. Is able to make routine administrative decisions independently in accordance with laws, regulations and city policies and procedures. Is able to analyze and interpret policy and procedural guidelines to resolve problems and questions. Is able to exercise considerable tact and courtesy in frequent contact with the public. Is able to exercise tact and discretion in handling confidential personnel information. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work: Maintains standards of accuracy in exercising duties and responsibilities. Exercises immediate corrective action to correct any quality of deficiencies that occur in areas of responsibility. Maintains high quality of communication and interacts within departments and division, and with co-workers and the public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.”

Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and pre­scribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.

Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time- off requests. 

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Research problems, situations and alternatives before exercising judgment. Seeks expert or experienced advice when necessary.

Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the public to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons to maintain good will within the city. Interacts effectively with fellow employees and the public.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions of time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

Minimum Qualifications

EDUCATION & EXPERIENCE

Requires an Associate’s Degree in Business Administration, or a related field and 3–5 years of responsible administrative office experience, or a related field, and 2-3 years of experience supervising administrative staff, or an equivalent combination of education and experience.

SPECIAL REQUIREMENTS

An acceptable general background check to include a local, state, and federal criminal history check and sex offender registry check.

A valid driver’s license with an acceptable driving record.

Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or city-wide emergencies.

Other Qualifications

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to operate a variety of automated office machines including computers, calculators, copiers, facsimile machines, etc. Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time but may involve walking or standing for periods of time.

Data Conception: Requires the ability to compare and or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication:  Requires the ability to speak and or signal people to conveyor exchange information. Includes receiving instructions, assignments and/or directions from supervisors.

Language Ability: Requires the ability to read a variety of correspondence, reports, personnel records, applications, procedure manuals, forms, etc. Requires the ability to prepare correspondence, reports certificates, forms, logs, etc. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence:  Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions. Requires the ability to assess critical situations and establish methods to resolve such situations.

Verbal Aptitude:  Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages.

Numerical Aptitude:  Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.

Form/Spatial Aptitude:  Requires the ability to inspect items for proper length, width and shape. 

Motor Coordination:  Requires the ability to coordinate hands and eyes rapidly and accurately in using a variety of office equipment.

Manual Dexterity:  Requires the ability to handle a variety of items, such as office equipment. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:  Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament:  Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication:  Requires the ability to talk and/or hear: (talking, expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.