ADMINISTRATIVE SPECIALIST (UNCLASSIFIED)
City of Cincinnati
General Statement of Duties
The Administrative Specialist provides essential support to the Director, Deputy Directors, and Executive Team by coordinating daily operations and handling a wide variety of administrative responsibilities. This role requires strong organizational skills, attention to detail, and the ability to manage confidential and time-sensitive tasks while working closely with City departments and community partners. Key functions include managing schedules, payroll entries, travel arrangements, public records requests, departmental communications, and document processing. The Administrative Specialist also assists with event coordination, visitor support, reporting, and maintaining office resources to ensure smooth and efficient workflow. This position is ideal for someone who thrives in a collaborative, fast-paced environment and enjoys making a meaningful impact through excellent administrative service.
The duties of this unclassified employee are to provide clerical, technical, and administrative assistance in the daily operations of an assigned service area or department; provides administrative/clerical support to an assigned director/agency head; and has input on decisions and problem solving related to assigned area of responsibility. Performs related duties as required. Unclassified employees serve at the pleasure of the appointing authority and report to the director/appointing authority.Minimum Qualifications (KSAs)
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(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.)
Knowledge of:Principles and procedures of record keeping.English usage, spelling, grammar, and punctuation.Departmental procedures, policies, and rules.Basic principles and practices of budget preparation.Basic principles and practices of accounting, as appropriate to assigned area.Basic principles of project management, as appropriate to assigned area.Principles and practices of mathematics.Principles and practices of statistics, as appropriate to assigned area.Modern office procedures, methods, and computer equipment.Principles and practices of program development and administration.Principles of business letter writing and report preparation.Pertinent federal, state, and local laws, codes, and regulations.Management skills to analyze programs, policies, and operational needs.Various software and mainframe applications as appropriate to assigned area of responsibility.Video production as appropriate to assigned area of responsibility.Grant application process and administration as appropriate to assigned area of responsibility.Skill to:Operate assigned vehicle, machinery, equipment, and tools as appropriate to assigned area of responsibility.Install, use, and upgrade a variety of computer applications, software, hardware, LANS, WANS, etc., related to assigned area of responsibility.Utilize Microsoft Office suite applications or similar productivity softwareAbility to:Interpret and apply departmental policies and procedures.Work independently in the absence of supervision.Research, analyze, and evaluate programs, policies, and procedures.Prepare clear and concise reports.Communicate clearly and concisely, both orally and in writing.Establish and maintain effective working relationships with those contacted in the course of work.Follow all safety rules and regulations of the department to which assigned.Identify and respond to issues, concerns, and needs.Learn total quality management principles and practices.Analyze problems, identify alternative solutions, and project consequences of proposed actions.Prioritize multiple duties and manage time related to assigned area of responsibility. Required Education and Experience
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Each applicant must have one year of experience in a paid clerical or administrative support role and an Associate's degree or college credit equivalent in a business, communication, management, or a closely related field.
Education may be substituted for experience. Experience may be substituted for education.
Bachelor's Degree is preferred.
Notary Public certificate is preferred.
OTHER REQUIREMENTSMay require a valid Driver's License.May require possession of Notary Public certification.MILITARY EDUCATION & EXPERIENCE EVALUATIONMilitary education and experience may be substituted for college level course work at the lower and upper division baccalaureate and graduate levels and apprenticeship training at the vocational certificate level on a case by case basis based on the American Council on Education (ACE) Military Guide recommendations. Working and Physical Conditions
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Environmental Conditions: Office environment; exposure to computer screens; possible exposure to outside and inside working conditions; working closely with others; maybe required to work alone and unsupervised; may be exposed to excessive noise and moving objects/ vehicles; may be required to work irregular hours.
Physical Conditions: Duties require maintaining physical condition necessary for sitting, standing, and walking for prolonged periods of time; may require light to moderate lifting, reaching, pulling, and carrying; manual dexterity and audiovisual and linguistic acuity required.
