Administrative Specialist for City Clerk's Office



Class Description

Job Title: Administrative Specialist for City Clerk's Office Reports To City Clerk

FLSA Status: Non-Exempt

General Description

The purpose of this position is to perform administrative and office support functions for the City of College Park. This role is responsible for providing clerical and administrative support to the office of the City Clerk and for scheduling, permitting, and preparation for meetings held at City Buildings and meeting spaces.

This position requires an individual who can demonstrate the ability to communicate in a helpful and professional manner in person, by phone, and in written communication in English and Spanish.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job/class as necessary.

Essential Functions:

Responsible for all aspects related to the scheduling, permitting, access, and use of City conference rooms and meeting spaces, including close coordination with external parties and attention to detail required for each event. Ensure conference rooms and meeting spaces are prepared and that all logistical needs are met.

Office logistics:

Greets visitors and determines each visitor's purpose, and directs or escorts to the appropriate location. Maintains the inventory of office supplies; orders new supplies as needed. Maintains the central mailroom and copy room. Monitors and maintains coffee stations and breakroom; orders supplies as needed. Maintain a high professional standard in all office common areas (including but not limited to the reception area, conference rooms, central mailroom, copy room, and breakroom.

Liaison with the property manager and subcontractors to ensure timely completion of building space issues. Submit and log any maintenance, cleaning, and office services requests and ensure all office needs are met.

Administrative duties:

Include answering and directing phone calls, preparing documents, conducting research, planning meetings, and providing support to the City Clerk's team.

Communicate effectively and professionally to ensure the best possible service is provided to our visitors, residents, and staff.

Ensure security, integrity, and confidentiality of all related material and tasksProvides administrative support to Mayor and Council at the direction of the City Clerk. Serve as a backup receptionist at the front lobby desk when needed.

Performs various tasks under the direction of the City Clerk. May provide administrative support for City elections.

Posts meeting information to ensure compliance with the Open Meeting Act;

Additional Duties:

Maintains paper and electronic filing.

Retrieves information as requested from records, emails, minutes, and other related documents; prepares written data summaries when needed.

May prepare some reports. Performs related work as assigned.

Responsibilities, Requirements, and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Collects, classify, or formats data or information by a prescribed schema or plan to facilitate identifying and extracting useful information.

People Responsibility:

People include co-workers, workers in other areas or agencies, and the general public.

Provides information, guidance, or assistance to various individuals and groups of diverse cultures.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires responsibility and opportunity for achieving moderate economies or preventing moderate losses by handling or accounting of materials, and supplies

Mathematical Requirements:

Mathematics requires the use of symbols, numbers, and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication, and division and/or calculates ratios, rates, and percentages.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Outstanding verbal and written communications skills with fluency in both English and Spanish. Reads procedures manuals and charts to solve practical problems, such as routine office equipment operating instructions; composes some reports, forms, and business letters, with the proper format; speaks compound sentences using regular grammar and word form.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for guiding others, requiring some decisions that may affect the individual, co-workers, and the general public; works in a moderately fluid environment with guidelines and rules but frequent variations from the routine.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration, and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs skilled work involving rules/systems with almost constant problem solving; requires usual attention with short periods of concentration for accurate results and occasional exposure to unusual pressure. Must have the ability to adapt and learn quickly. Must have the ability to maintain confidential information

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderately serious - affects the work unit and may affect others.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves some walking or standing and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations. Operates a variety of office equipment.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items. Uses small office equipment, including copy machines or multi-line telephone systems.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.


Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public.

Requires responsibility for the safety and health of others and the occasional enforcement of the laws and standards of public health and safety.

Minimum Education and Experience Requirements:

Requires an associate degree or specialized courses/training equivalent to one year of college in business, clerical studies, or a related field.

Requires one year of clerical or administrative or closely related experience.

Professional-level skills in computer use, including but not limited to Microsoft Office, email, web-based applications, and keyboard skills.

Must be fluent in written and spoken English and Spanish.

Americans with Disabilities Act Compliance

The City of College Park, MD, is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Show All Answers

1. Animal Control Officer
2. Arborist
3. Administrative Specialist for City Clerk's Office
4. Administrative Specialist DPS
5. Assistant Director of Administration, Public Works
6. Assistant Director of Finance FLSA STATUS
7. Assistant Director Public Works, Operations and Facilities
8. City Clerk
9. City Engineering Tech/GIS Analyst
10. Code Enforcement Field Supervisor
11. Code Enforcement Officer
12. Code Enforcement Field Supervisor
13. Communication and Graphic Design Coordinator
14. Communications and Events Manager
15. Crew Supervisor