<p>The City of Raleigh is seeking a qualified Administrative Specialist - Resources Division to provide clerical support and administrative coordination. This role delivers skilled clerical and specialized administrative assistance to professional staff or assigned departmental functions. Responsibilities vary by assignment and may include program and event logistics, as well as customer support. Duties may involve compiling data and preparing reports; producing documents of varying complexity; drafting original correspondence; maintaining files, records, and inventories; developing office procedures; providing procedural and technical information to staff and the public; performing data entry; updating spreadsheets; preparing presentations with maps, graphs, and charts; maintaining payroll, time, and expense records; ordering and organizing supplies; coordinating mail and other communications; and preparing public information and outreach materials.</p> <p>About You:</p> <p>The ideal candidate is committed to serving others and uses their skills to support individual, divisional, departmental and organizational goals. The ideal candidate communicates clearly and effectively, both in writing and verbally which allows you to work successfully with internal and external customers. You embrace opportunities to assist coworkers with purchasing, hiring, and navigating changing policies and procedures which also enjoying learning from peers and helping others understand processes that impact daily business operations. Our ideal candidate is comfortable with technology, quick to learn new systems and eager to grow with the appropriate training! </p> <p>About Us:</p> <p>The Resources Division is a part of Parks, Recreation and Cultural Resources. The Resources operation is comprised of 68 full-time employees that can exceed 1000 part-time employees during peak seasonal operations.  Annually, the division works off of an $8.5 Million Budget.  Reporting directly to the Resources Fiscal Analyst, this position is essential to the daily success of our division and department through purchasing, hiring, and education.  The Administrative Specialist will work collaboratively with specialists from other PRCR divisions and department business section to ensure alignment with department business.</p> <p>The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.</p> <ul> <li>Provides specialized administrative support including preparing agendas and compiling meeting information materials; attending meetings and preparing minutes; reviewing and screening correspondence; coordinating schedules and calendars; developing office procedures and recommending process improvements; and/or monitoring budget-related expenses and account allocation. </li><li>Prepares and updates correspondence, presentations, charts, graphs, spreadsheets, newsletters, meeting notices, website content, policy and/or other process documentation related to assigned area; gathers, prepares and organizes materials and information for documentation and reports updates. </li><li>Reviews approvals and processes various forms and documents which may include requisitions, vouchers, expense reimbursement requests, payments, work orders, contract documents, invoices, personnel-related reports/records, job postings, registrations, renewals, and/or travel and expenditure requests/authorizations; monitors schedules and deadlines for document processing; reconciles statements; routes documents; coordinates unscheduled forms/document processing. </li><li>Provides customer support by responding to internal and external inquiries and information requests; performs basic research; routes specific requests to appropriate resource; takes and delivers messages. </li><li>Updates and maintains database information and related reports; researches and retrieves information; reviews data for accuracy and makes corrections; and identifies data issues. </li><li>Performs records retention duties in accordance with established policies and procedures; scans and maintains documents, files and records; assists with records and procedural audits. </li><li>Provides logistics support in the coordination and/or setup of meetings, travel, events, equipment, supplies, and facility spaces; provides technical support related to equipment and audiovisual systems; monitors payment and schedule deadlines. </li><li>Monitors and maintains supplies and materials of assigned area; monitors equipment maintenance needs; obtains vendor quotes; initiates requisitions for materials and/or service; performs order tracking. </li></ul> <p>Education and Experience:</p> <p>High School diploma or G.E.D. equivalency; 1 to 3 years' experience in administrative support, office support, customer service, or related field</p> <p>OR</p> <p>Any equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted</p> <p>Licensing and Certifications:</p> <ul> <li>Valid North Carolina Class C Driver's License with a satisfactory driving record, or the ability to obtain within 60 days of hire </li></ul> <p>Preferred Qualifications:</p> <ul> <li>Notary Public designation </li><li>3 to 5 years experience in administrative and office support </li></ul> <p>Knowledge Of:</p> <ul> <li>Standard work practices, materials, and safety procedures </li><li>Business math and record-keeping principles </li><li>Relevant federal, state, and local laws and regulations </li><li>Customer service principles </li><li>Office technology, software, and specialized equipment </li></ul> <p>Skill In:</p> <ul> <li>Creating and maintaining documents, reports, and presentations </li><li>Researching, compiling, organizing, and maintaining information, records, and data </li><li>Managing tasks, deadlines, and priorities </li><li>Following instructions with accuracy and attention to detail </li><li>Proofreading and correcting errors </li><li>Interpreting and applying applicable regulations </li><li>Operating assigned tools, equipment, and office systems </li><li>Planning and scheduling meetings </li><li>Providing customer service and using effective communication and interpersonal skills </li></ul> <p>ADA and Other Requirements:</p> <p>Work Environment and Physical Effort:</p> <p>Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.</p> <p>Work Environment:</p> <p>Work is typically performed in an office or similar indoor environment.</p> <p>Work Exposures:</p> <p>Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to Individuals who are hostile or irate.</p> <p>City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.</p>