Employment Opportunity: ADMINISTRATIVE SPECIALIST for the City of Southport Police Department
The City of Southport is seeking an individual to work in the Southport Police department as an Administrative Specialist.
If you are interested in applying for a job with the City of Southport, please submit your completed application to our Human Resources department or to the Police Department. Resumes may be submitted in addition to, but not in lieu of, a completed application.
Human Resources, City of Southport
1029 N. Howe Street
Southport, NC 28461
City of Southport Police Department
Major Tony Burke
Job Description: ADMINISTRATIVE SPECIALIST
General Statement of Duties
Performs a full range of program support duties. Is primary administrative support role in a department requiring an understanding of the departmental mission, rules, regulations, goals, and services. Functions as the primary office point of contact for citizens that walk-in or call the administrative phones.
Distinguishing Features of the Class
Employees in this class perform a wide variety of administrative and technical support, secretarial, and office management functions. Work generally requires that employees independently perform assigned administrative and technical functions that support the department. The position requires office management and advanced journey-level skills in office technology. Administrative duties require tact and discretion in handling sensitive or confidential matters. Work requires some degree of independence and self-initiative in activities. Problems are brought to the attention of the supervisor with issues researched and with alternative solutions suggested. Guides generally include a variety of written technical manuals and online instructions. The employee may be involved in developing and maintaining operational policy and procedures and produce a wide variety of records and reports in a technical environment. Sound judgment is required in performing responsibilities. Work is performed under the supervision of the department head and is evaluated through monitoring, observation, conferences, feedback from citizens and staff, and annual evaluation.
Duties and Responsibilities
Essential Duties and Tasks
Provides reception and customer service; answers a variety of questions from the public; investigates complaints; refers precedent-setting situations to higher management.
Prepares a variety of scheduled and special reports for senior management and various government agencies pulling from databases, compiling information, and performing research where necessary.
Secures information via telephone or personal contact; selects appropriate materials to answer questions and often handles the inquiries independently for the organization.
Handles confidential or sensitive technical information in an appropriate manner, often representing the department.
Creates, prints, dispatches, follows up on and files work orders.
Scans and logs invoices into the database; forwards receipts to the Finance Department; obtains necessary signatures; tracks departmental line-item expenditures.
Drafts and composes correspondence, technical reports, and other correspondence.
Reviews office records or reports, identifies potential inconsistencies; determines the cause; and resolves with staff and outside personnel.
Compiles and prepares a variety of technical records and reports requiring knowledge of regulatory issues, significance of compliance issues and required format.
Uses a variety of general office technology and specialized software; installs software updates as needed including databases, spreadsheets, time clocks, online purchase order system, etc. Performs independent research to find needed material.
Additional Job Duties
Performs related duties as required.
Recruitment and Selection Guidelines
Knowledge. Skills, and Abilities
Thorough knowledge of City functions and purpose; communicates that mission to the staff and public.
Considerable knowledge and ability to use official business practices.
Considerable knowledge of working with data, figures, rates, and mathematics.
Considerable knowledge of departmental functions and related policies, procedures, and regulations.
Considerable knowledge of applicable laws relating to the area of assignment.
Considerable knowledge of and skill in office technology including word processing, database maintenance, spreadsheets, and use of specialized software packages.
Skill in collaborative conflict resolution and customer service excellence.
Ability to communicate effectively and to conduct the department’s business in person and by telephone.
Ability to gather and give comprehensive information and instructions, based on program knowledge and independent research.
Ability to communicate a technical knowledge of program operations and organizational programs.
Proficiency with a variety of specialized technology that operate the systems for the city and the assigned department
Ability to compile information based on general instructions.
Ability to plan and organize the placement of records, reports and files into a proper sequence. Ability to establish and maintain effective working relationships with supervisor, employees, and the public.
Ability to maintain confidential information.
Must be able to physically perform the basic life operational functions of stooping, kneeling, reaching, standing, walking, lifting, fingering, grasping, talking, hearing, and repetitive motions.
Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to move objects.
Must possess the visual acuity to prepare and analyze data and figures, to operate a computer, to take and transcribe minutes, and to determine the accuracy, neatness, and thoroughness of the work assigned.
Desirable Education and Experience
Graduation from a community college or higher level in office technology and considerable experience in journey level administrative support work; or an equivalent combination of education and experience.
Possession of a valid NC driver’s license.
34,445 – 51,668