CITY OF CONCORD
CLASS SPECIFICATION

CLASS TITLE:	ADMINISTRATIVE SPECIALIST II						JOB CODE: 5104
DEPARTMENT:	COMMUNITY DEVELOPMENT							DATE: 12/15
REPORTS TO:	VARIOUS	

JOB SUMMARY:

Performs important administrative work involving the operations of the Planning Division.  Executes and maintains all financial records for the division.  Assists with administrative details by composing correspondence on own initiative, scheduling meetings and appointments, and responding to requests for information.  Works with both confidential and sensitive information.  Maintains planning and administrative files.  Prepares for the board and commission meetings including agendas, packets, and minutes, and takes minutes at meetings.

ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.)

Responsible for preparing purchasing requests, accounts payable, and accounts receivable invoices through the City’s accounting system.

Coordinates requests for travel and training approval; processes conference registrations and reimbursement forms.

Prepares and processes leave request forms; maintains time and attendance records, and processes payroll.

Compiles and verifies information for further processing or to prepare financial, budgetary, or statistical reports.

Answers and directs incoming division telephone calls; greets visitors and escorts or directs them to appropriate people or areas.

Maintains and orders supplies.

Assists in preparation of annual operating budget; monitors monthly expenditures; works with Finance Department to reconcile discrepancies; maintains cash fund; makes deposits.

Composes correspondence on own initiative or under general direction to expedite the processing and completion of work; receives, reviews, and screens correspondence.

Schedules and confirms appointments, meetings, or reservations; maintains appointment calendar to ensure effective time management. 

Interacts with staff, elected officials, and the general public in person, by telephone, or by email in order to respond to inquiries, receive complaints, and resolve problems. 

Handles confidential or sensitive information requiring the use of discretion and tact.

Processes division mail; opens, sorts, and distributes mail to appropriate parties; responds to mail as appropriate.

Updates and maintains divisional Web site.

Oversees Project Tracking database, including data entry, troubleshooting, and training.  

Sets up and maintains alphabetic and numeric files so that documents can be filed and retrieved in an orderly fashion. 

Receives and tracks payments for copies and payment of fees; assists applicants with the calculation of fees and ensures that all necessary documents are included with the application.

Enters and retrieves technical information from a computer in order to perform research, update records, process transactions, or respond to requests for information.

Attends monthly meetings of the Planning Board, Conservation Commission, Heritage Commission, and Architectural Design Review Committee and keeps track of member attendance to ensure a quorum.  Prepares, assembles, and coordinates monthly meeting agendas and packets and records and transcribes all meeting minutes; mails all correspondence and notices relating to all meetings.  

Performs a variety of personnel-related tasks for the division.  

Performs a variety of general clerical and administrative tasks associated with operation of the division.  

Provides coverage for the Engineering Division when necessary.

Performs other related duties as assigned.

MATERIAL AND EQUIPMENT USED:

Personal Computer and/or Terminal		Typewriter			Copier
General Office Equipment			Calculator			Adding Machine
Multi-line Telephone					

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience: (Depending on area of assignment)

High school degree or equivalent and,

Four years of progressively responsible clerical experience, at least one year of which included experience performing administrative clerical work including interaction with high level officials and managers; or,

Any combination of education, training and experience that provides the knowledge, skills and abilities required for the job.

Licenses and Certifications: (Depending on area of assignment)

Justice of the Peace.

Notary Public.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

Microsoft software

Administrative policies and procedures related to the area of assignment.

Technical terminology appropriate to the area of assignment, such as legal or financial terminology.

Modern office methods, procedures, equipment, business letter writing, and standard clerical techniques.

Techniques of effective time management.

Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Basic budgetary principles and practices.

Record keeping, report preparation, filing methods, and records management techniques.

Skill in:

Communicating clearly and effectively with others, orally and in writing.

Dealing courteously and diplomatically with the general public.

Typing complex documents containing numeric information or technical terminology at 60 wpm.

Using computers to enter and retrieve information.

Operating general office equipment.

Compiling, composing, and maintaining reports.

Understanding and carrying out complex written and oral instructions.

Mental and Physical Abilities to:

Ability to multi-task in a busy environment with frequent interruptions.

Ability to meet deadlines.

Handle situations in which others may be angry or argumentative.

Establish and maintain effective working relationships with others.

Attend night meetings or hearings, when required.

Perform duties while sitting at a desk or table or while intermittently sitting, standing, or stooping.

Occasionally lifts light objects.

Working Conditions:

Work is performed in an office.

This class specification should not be interpreted as all inclusive.  It is intended to identify the essential functions and requirements of this job.  Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.  Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).  Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.