Staff Specialist

Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life.

Job Details:

The Energy Supply Department at Gainesville Regional Utilities (GRU) is seeking a full- time Staff Specialist to perform moderate to complex administrative and staff work supporting middle to upper middle level managers who oversee diverse activities in their divisions. The ideal candidate will possess Accounts Payable, Procurement, and Payroll experience. *Prefer individual experienced in large-scale industrial, construction or utility organizations requiring detailed resource procurement.

A typical work day may include, but may not be limited to, assisting supervisor with administration of budgets, payroll duties, labor agreements; creating purchase orders, receipt of goods and services. Gathering information, reviewing, and compiling files on sensitive/ confidential issues; planning and facilitating events; Candidate will be expected to fulfill a broad spectrum of administrative duties including but not limited to making appointments, maintaining calendars, placing phone calls, reallocating purchasing cards etc.

To be considered for this position you must have an Associate degree from an accredited college or equivalent vocational/technical training and two (2) years responsible experience; or graduation from an accredited high school or possession of an acceptable equivalency diploma and three (3) years support staff experience, or an equivalent combination of training and experience which provide the required knowledge, skills, and abilities.

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS)certificate may substitute for the Associate degree or equivalent vocational/technical training.

Job Description:

SUMMARY

This is intermediate level, moderate to complex administrative and staff work supporting middle to upper middle level managers who oversee diverse activities in their divisions. Some judgment and discretion are required to perform duties that are mostly cyclical and recurring in nature and are covered by existing procedures or precedents from which the incumbent normally selects the correct procedure and applies it. Matters of policy interpretation or of significance are normally referred to the supervisor for decision making.

Positions allocated to this classification typically report to a middle or upper middle level manager of a diverse functional area such as a division and work under general supervision. Work in this class is distinguished from other classifications by its application of recurring but varied, moderately complex and innovative administrative duties in support of multiple functions.

EXAMPLES OF WORK

This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower level duties may be required.

ESSENTIAL JOB FUNCTIONS

Depending on area of assignment:

Assists supervisor with administration of labor agreements.

Gathers information, reviews, and compiles complex files on sensitive/confidential issues.

Facilitates completion of projects and events assigned to subordinate areas.

Assists in the planning, design, development and promotion of special events, goals, objectives, plans, and programs of supervisor’s assigned area.

Drafts moderately-complex to complex documentation on sensitive/confidential issues.

Serves as staff liaison to City Commission, Charter Officers, department heads, special committees, boards, standing commission committees or other entities. Initiates agenda items, prepares supporting materials and documentation, collects, prepares, and maintains official minutes.

Prepares, processes, reviews, and monitors grant documentation.

Oversees division travel, accounting, payables, contract billing, timekeeping functions and project budgets.

Assists supervisor in researching and responding to inquiries and complaints. Independently resolves routine to moderately-complex complaints.

Assigns work to other subordinates of the assigned supervisor; coordinates work flow, and facilitates work completion. Provides coaching/mentoring to subordinate staff.

Assists in development, preparation, and monitoring of annual and project budgets and reports.

Performs limited analyses and prepares and summarizes moderately complex statistical data.

Takes real time or machine dictation.

Writes, edits, produces, and distributes informational, publicity, and promotional materials.

Monitors administrative and operational directives from upper management to ensure compliance for area.

Attends work on a continuous and regular basis.

EDUCATION AND EXPERIENCE

An Associate degree from an accredited college with major coursework in secretarial science, administrative assistance or related field or equivalent vocational/technical training and two (2) years of responsible administrative and staff support experience; or graduation from an accredited high school or possession of an acceptable equivalency diploma and three (3) years of responsible administrative and staff support experience.

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate is preferred and may substitute for the Associate degree or equivalent vocational/technical training.

Must type at a minimum speed of 35 correct words per minute or at a higher speed, as set by the department.

CERTIFICATIONS OR LICENSES

LICENSES

If courier duties required, a valid Florida Driver license is required.

CERTIFICATIONS

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate preferred.