Administrative Specialist DPS



Class Description

Class Title: Administrative Specialist DPS

FLSA Status: Non-Exempt

Reports to: Senior Administrative Specialist

General Description

The purpose of this class within the organization is to perform clerical and administrative tasks and procedures which support the priorities and processes of the Department of Public Services.

This class works under close supervision according to set procedures.

Duties and Responsibilities

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

Essential Functions:

Greets visitors and directly assists walk-in customers with code enforcement questions, construction/building permit applications.

Processes payments for municipal infractions or renewal applications.

Advises supervisor when circumstances are not resolved and requires supervisor response.

Processes and issues Residential Occupancy Permits, generates monthly Occupancy Permit renewal reports and invoicing batch for mailing with required application forms and lead registry checklists.

Provides administrative support to supervisors and other employees within the department.

Tracks payments and communicates with the district court on payments received before and after a court date.

Creates and edits PDFs in Adobe Professional; creates templates using Word and Excel; prepares and maintains Excel spreadsheets.

Processes Non-Residential Occupancy permit renewal invoices and new business invoices.

Ensures all calls and electronic requests are replied to within one business day. Maintains paper and electronic filing.

Additional Duties:

Prepares unpaid citations for adjudication. May process contract police payroll.

Updates database using new information provided in renewal application forms discovered on Maryland Department of Assessments and Taxation website and other sources.

Reserves meeting spaces; creates annual reports; develops and maintains office management procedures for office workflow and senior database.

Reviews and prepares invoices for payment; identifies and initiates contact with vendors regarding discrepancies; maintains a database for historical and current program expenditures; produces reports upon supervisor request.

Notifies appropriate officers of properties that are due for annual inspection, prepares inspection notices for mailing and inspection reports for CEO field use.

Maintains office program calendar; designs and distributes flyers. 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 according to 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 people directly facilitating task accomplishment.

Asset Responsibility:

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

Has some responsibility for achieving minor economies and/or preventing minor losses by handling or accounting for materials, supplies, or small amounts of money.

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 precents.

Communications Requirements:

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

Reads procedures manuals and charts to solve practical problems, such as routine office equipment operating instructions; composes standard reports and specialized reports, forms, and business letters, with the proper format; speaks compound sentences using common 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 a few decisions, affecting the individual and a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions and with some 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 semi-skilled work involving set procedures and rules and with frequent problems; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

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 other units or citizens.

Physical Demands:

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

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

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.

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. (Does not include safety of subordinates).

Requires some responsibility for the safety and health of others and/or for occasional enforcement of public safety or health standards.

Minimum Education and Experience Requirements:

Requires one year of clerical or closely related experience and proficiency with Microsoft Office software.

Must be able to learn proprietary software on the job.

Special Certifications and Licenses:

FEMA certificates for City Emergency Operations Plan are required within the first year of employment.

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.

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3. Administrative Specialist for City Clerk's Office
4. Administrative Specialist DPS
5. Assistant Director of Administration, Public Works
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