Job Description

Posting number: 2002

Department: Community and Development Services

Job classification: Staff Support Specialist II (Neighborhood and Business Services)

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Office and Administrative Support

Summary

The City of Greenville's Community & Development Services Department is looking for a Staff Support Specialist II to perform a variety of clerical, financial, and general office tasks. This is accomplished by administrating the Community Development Division payroll, updating and tracking expenses for the Division, using the U.S. HUD Integrated Disbursement & Information System (IDIS) to prepare reports and vouchers for drawdowns, and providing financial guidance to the Division Program Manager.

FLSA Status: Non-Exempt

Examples of duties

• Creates spreadsheets for logs, forms, applications, and other data in Excel. Tracks, updates, and analyses Division financial information in Excel;
• Composes letters, memos, contracts, reports, flyers, and advertisements in Microsoft Word;
• Sends flyers and advertisements to local news media;
• Gathers data and verifies information for contracts, reports, and forms;
• Prepares and sends mailings via U.S. Mail or email to internal and external customers;
• Proofreads various correspondence and documents for staff;
• Prepares pamphlets, booklets, and other documentation;
• Answers division phone line and takes messages;
• Handles requisitions for service and organizes with the correct person or department to supply the service;
• Takes payments and prepares receipts;
• Provides information to public inquiries and responds to complaints or refers to appropriate staff members;
• Researches and plans travel requests for Division;
• Reserves accommodations and transportation;
• Completes registration forms and prepares payment or voucher requests;
• Keys all travel information into the tracking system;
• Reconciles and collects monies due for reimbursements. Enters payroll into computer system;
• Acts as backup to Administrative Assistant for the Department’s other division’s payroll and adjustments;
• Maintains division personnel payroll files;
• Verifies accuracy of time sheets and leave slips;
• Maintains staff accrual records and verifies accuracy;
• Prepares meeting agendas;
• Mails notifications and information packages to meeting members;
• Prepares letters and meeting schedules;
• Transcribes meeting minutes, files records, and other documentation;
• Notarizes documents and witnesses signatures;
• Sorts and distributes mail and packages;
• Purchases office supplies and maintains supply inventory;
• Reconciles procurement card;
• Coordinates vehicle maintenance;
• Perform other duties as assigned.

Qualifications

Education and Experience:

• High school diploma or GED (Associate's degree in secretarial science, business administration, or a related field preferred); and
• One to two years of secretarial and administrative experience.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

• principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• arithmetic, statistics, and their applications.
• administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

Skilled in:

• giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• being aware of others' reactions and understanding why they react as they do.
• understanding written sentences and paragraphs in work-related documents.

Ability to:

• proficiently utilize Microsoft Office programs, including Excel, Word and PowerPoint.
• listen to and understand information and ideas presented through spoken words and sentences.
• read and understand information and ideas presented in writing.
• communicate information and ideas in writing so others will understand.
• operate assigned equipment, including computer equipment and various software packages.
• work cooperatively with City officials, other employees, and the general public.
• work safely without presenting a direct threat to self or others.
• meet the mental and physical demands of the job.

Supplemental information

• North Carolina Notary Public or the ability to obtain within 90 days of hire.
• Must possess a valid driver's license issued by North Carolina or another state with an acceptable driving record.
• Ability to attend evening meetings.