ADMINISTRATIVE SPECIALIST

General Statement of Duties

The Administrative Specialist provides high-level administrative and operational support to the Assistant Superintendent of Business Services and the Business Services Division Manager. This role requires sound judgment and strong organizational skills to support administrative, analytical, and project-based work, including budgeting, reporting, and strategic initiatives. The position works closely with Business Services Division sections such as Human Resources, Safety and Security Services, Stores and Fleet, and Training to ensure coordinated and efficient operations. Responsibilities include managing calendars, communications, shared resources, procurement, travel, and training submissions. The Administrative Specialist serves as a central support role that helps advance division goals and operational excellence.

Exercising independent judgment, this employee performs highly responsible technical, administrative, and analytical duties in an assigned service area or department. Employee applies rules and regulations in the administration of city programs; researches and analyzes data for management systems, including budgeting, finance administration processes and personnel management. Employee provides highly responsible administrative assistance to an assigned department. Performs related duties as required.

The Administrative Specialist may specialize in one area, such as human resources or finance, or may have broader responsibility of multiple internal service functions. 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.)

In addition to the Knowledge, Skills and Abilities requirements of the Administrative Technician:

Knowledge Of

Concepts, methodologies, and tools pertaining to the organizing, tracking, and reporting aspects of project and program management.

Knowledge specific to the area of assignment; considerable knowledge of the major principals, practices, methods, and techniques of administration relating to areas such as general management, budgeting, human resources, or finance.

Skill To

General knowledge of how city government functions.

Operate specialized hardware devices, tools, and equipment relating to assigned function.

Operate copy machines, printers, scanners, fax machines, office phone, smart phone, computer, laptop, and iPad.

Utilize Microsoft Office products including Word, Excel, PowerPoint, Assess, and Outlook, Adobe Pro, and various applications such as CHRIS, CFS, and Sharepoint. Conduct independent, original research based on sound analysis and leading to appropriate recommendations to resolve specific issues.

Ability To

Develop strategies to problems of moderate complexity focused on a specific program, function, or service area; adapt guidelines, including unwritten policies, precedents, and practices that are not always completely applicable to changing situations.

Apply comprehensive grasp of most factors affecting area of responsibility.

Evaluate situations having multiple (and sometime conflicting) elements/considerations.

Make judgments and decisions that are still guided by policies, procedures, and management imposed limits, but latitude exists for non-reviewed actions or decisions on routine and some non-routine matters.

Understand, apply, and/or adapt complex/conflicting oral or written regulations or guidelines to diverse and dissimilar situations.

Act independently and know when to refer situations to higher-level authority.

Prepare cost projections and monitor/control budgetary compliance.

Understand and apply contract terms and provisions.

Organize, analyze, and evaluate tangible and intangible data soundly and impersonally.

Understand, interpret, and apply rules, standards, or procedures and persuade others to accept or adopt recommendations.

Formulate reasonable and effective conclusions.

Conduct thorough investigations, determine methodologies, and obtain basic data necessary to evaluate solutions to complex problems and issues with multiple variables.

Train, supervise, or evaluate assigned staff and their work.

Consistently demonstrate a pleasant, good-natured, and cooperative attitude with others on the job; maintains composure, even in very difficult situations; accept criticism well and remain calm in high stress situations involving other people or their circumstances.

Consistently fulfill job and work obligations and deal effectively with ambiguity.

Required Education And Experience

REQUIRED EDUCATION AND EXPERIENCE:

Internal

Two years of experience with the City of Cincinnati in administrative support work described below and have an Associate’s degree or a minimum of 60 semester credit hours from an accredited college or university. One additional year of experience may substitute for up to half of the educational requirement.

OR

One year of experience with the City of Cincinnati (or have completed probation) in a classification listed as transfer-eligible for this position under CODE contract Appendix A-1.

External

Two years of experience in administrative support work such as

• Planning, prioritizing, and coordinating work
• Communicating with supervisors, peers, or subordinates
• Managing and training employees
• Collecting and analyzing data or information
• Applying rules, policies, and procedures
• Working with computers and computer systems
• Other administrative support duties
  
  

AND an Associate’s degree or a minimum of 60 semester credit hours from an accredited college or university.

Working and Physical Conditions

Environmental Conditions: Office environment; exposure to computer screens; working closely with others.

Physical Conditions: Duties require maintaining physical conditions necessary for sitting for prolonged periods of time; manual dexterity required.

The below information is solely intended as a summary of the benefits available and is subject to change. Not all benefits listed are available for every position. Benefits can vary depending on applicable labor agreements and/or salary plan. For specific questions, contact the HR Contact indicated on the Job Posting.

The City of Cincinnati offers its employees competitive salaries and a comprehensive benefit package designed to actively attract and retain quality employees' to add additional value to the City of Cincinnati's workforce. A summary of these benefits for full-time employment is listed below. This is a general listing of benefits for all employees and is not intended to be a comprehensive listing for all bargaining units.

The City offers a variety of training programs, ranging from job-specific skills such as computer and equipment instruction, to helping supervisors improve their management techniques.

Equal Employment Opportunity

The City of Cincinnati is dedicated to providing equal employment without regard to race, gender, age, color, religion, disability status, marital status, sexual orientation or transgendered status, or ethnic, national or Appalachian origin, or on the basis of any other category protected under federal, state and local laws.

Holidays

The City of Cincinnati has 11 paid holidays annually that include:

New Year's Day

Martin Luther King Day

President's Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Veterans' Day

Thanksgiving Day

Day after Thanksgiving

Christmas

Health Insurance

The City of Cincinnati 80/20 offers 3 medical plans to all full time City of Cincinnati employees and eligible dependents: the 80/20 PPO medical plan, the HDHP medical plan with an HSA contribution, and a Health Reimbursement Arrangement for those enrolled on another non-city eligible group plan.

Eligible Dependents Include

Legal Spouse or Equal Partner

Child (natural child, adopted child, and/or child who the group has determined is covered under a "Qualified Medical Child Support Order")

Step-child

Child for whom the employee or employee's spouse/equal partner is a legal guardian

Basic Life Insurance

A $50,000 Basic Life Insurance policy is paid for by the City for certain eligible employees. Full time employees not eligible for the City-paid basic life insurance policy are generally provided a similar benefit through their union group.

Supplemental Life, Long Term Disability, Accident & Critical Illness Insurance

Most full time City employees are eligible to participate in a supplemental life insurance program, a long term disability plan, and accident and critical illness insurance programs at their own expense. Premiums are determined by age, amount of coverage, and various additional factors.

Flexible Benefits Plans

Healthcare Flex Spending Account

City employees can participate in the Healthcare Flex Spending Account that can be used to pay out-of-pocket medical, prescription, dental, and vision care expenses for employees and family members.

Dependent Care Flex Spending Account

City employees can participate in a Dependent Care Flex Spending Account that can be used to pay work-related dependent care expenses. Participants can set aside money each year through pre-tax payroll deductions to pay for these expenses.

Transportation Expense Reimbursement Account

City employees can participate in a Transportation Expense Reimbursement Account (TERA) that can be used to reimburse expenses related to traveling to and from work. Participants can set-up a pre-tax payroll deduction up to an IRS regulated amount.

Healthy Lifestyles Program

City employees can voluntarily participate in a wellness incentive program that encourages and rewards employees and their spouses/equal partners for making positive choices for better health. The City of Cincinnati will contribute up to $300/year to a Health Reimbursement Account for each the employee and their spouse/equal partner for meeting specified program goals. These dollars can be used to offset qualified out-of-pocket medical expenses.

Integrated Health Reimbursement Arrangement (HRA)

This is a voluntary program that serves as an alternative healthcare option to traditional medical plans. If you have alternate group health coverage available to you through a spouse, equal partner, another job, or a non-city retirement plan, you may be eligible for this plan which reimburses you for the difference in premiums between the plans and your covered out of pocket expenses on the other plan.

Retirement Plan

The City provides a defined benefit pension plan for part-time and full-time employees. New hires and re-hired employees are required to participate in the City of Cincinnati's Retirement System (CRS), regardless of previous participation in an Ohio State pension system or any another state or federal pension system. CRS is funded by employer and employee contributions, and investment returns from plan assets. CRS provides retirement and health care benefits subject to eligibility requirements. The following groups are excluded from participation in CRS: Mayor and Members of City Council; Sworn Police & Fire; Police Recruits; and Rehired Ohio Police & Fire Retirees.

Deferred Compensation

As an Ohio government employer, the City offers employees the ability to participate in a 457(b) tax-deferred retirement savings plan. The City makes an annual match to your 457(b) of up to $750, or as otherwise specified in applicable regulations and union contracts.