Administrative Specialist - Confidential

Job Description:

Administrative Specialist - Confidential

Description

Position Information

The ideal candidate for this mid-level administrative position is a highly organized and detail-oriented professional who provides strong support to both the Human Resources and Finance Offices of the City’s Administrative Services Department. They will serve as the lead for City website maintenance, ensuring content is accurate, up to date, and aligned with organizational goals. This individual is adept at managing multiple special projects from conception through completion, demonstrating initiative, sound judgment, and the ability to meet deadlines. Exceptional analytical skills, attention to detail, and proficient note-taking abilities are essential, as this role supports effective documentation, follow-up, and inter-departmental collaboration.
This position is an on-site position located at Chico City Hall.

Under general supervision, provides specialized para-professional administrative and analytical support duties to assigned departmental projects and programs; conducts research and analysis and prepares a variety of reports and documents in support of departmental goals; participates in the preparation of operating budgets; develops, summarizes, and maintains administrative and fiscal records; and performs related duties as assigned.

Receives general supervision from assigned supervisory or management personnel. Some incumbents exercise technical and functional direction over and provide training to less experienced staff, as assigned.

Job Description

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations where appropriate so qualified employees can perform the essential functions of the job.

• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating department supplies and equipment, preparing and monitoring contracts and agreements, arranging for equipment purchases and maintenance, attending meetings, and serving on various task forces and committees.
• Assists management and professional staff in performing and conducting studies, special projects, and administrative activities; performs data collection, research, and analysis on administrative, fiscal, personnel, and operational problems or issues; analyzes alternatives and makes recommendations; works with department staff to develop and improve operational and administrative practices; prepares technical reports to interpret data; performs other technical work related to the department to which assigned.
• Screens calls, visitors, and incoming mail; responds to complaints and requests for information or service; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate City staff; assists the public at the front counter and directs the public to appropriate locations/staff; creates service requests and work orders.
• Independently prepares memoranda, letters, summaries, lists, reports, meeting minutes, and other forms of correspondence; responds to written correspondence.
• Administers specialized departmental programs including working directly with citizens, and preparing associated staff reports and resolutions for Council Agendas and grant-funded projects.
• Participates in equipment and/or fleet administration including acquisition and disposition of vehicles and equipment, database entry and maintenance, and upkeep of various spreadsheets, records, and inventory lists.
• Participates in the preparation and presentation of operating budgets; creates budget worksheets; maintains, monitors, and inputs budget tracking and controls; compiles financial documents and performs budget transactions; analyzes and reviews end of year budget adjustments; analyzes various accounts for auditing and other purposes; determines availability of funds for projects; forecasts and justifies budget requests.
• Ensures expenditures remain within appropriate budget limits; reviews and ensures accuracy for department expenditures; generates reports and exports data to track budget expenditures; communicates with Finance regarding corrections to expenditures and purchase order requests; provides proper budget expense codes to staff; organizes, plans, and conducts budget meetings with department supervisors.
• Submits purchasing requests for various vendors; requests and provides status updates regarding purchase orders for department supervisors; contacts vendors for insurance certification, agreement amendments, and any exception to bidding requests.
• Processes bills and invoices for payment; prepares and transmits a variety of financial documents; maintains records of purchase orders, expense statements, and other fiscal transactions; prepares and reviews purchase orders and purchase requisitions; closes unnecessary encumbrances; confirms contract amendments; conducts internal auditing processes; ensures contracts, agreements, and change order documents are accurate; performs specialized projects.
• Attends and/or acts as staff to citizen advisory committees where necessary.
• Assists in the formulation and implementation of management policies relating to labor relations and other confidential personnel matters as directed.
• Collaborates with other departments to perform a variety of technical support and administrative duties in the preparation, processing, maintenance, reconciliation, tracking, storage/archiving, and reporting of department grants and loans; prepares and submits required documentation in a timely manner to ensure reimbursement of grant-funded activities and costs.
• Performs technical administrative assistance and support duties for an assigned department; participates in various technical processes, procedures, and programs; provides information and assistance to the public on processes, procedures, and programs.
• Creates, organizes, maintains, and updates departmental records, databases, and filing systems; collects, organizes, reviews, and purges department records in accordance with the City’s records retention policy; enters and updates information with departmental activity, inventory files, and report summaries; prepares documents for imaging; responds to requests for records.
• Coordinates and integrates department services and activities with other City departments and outside agencies; schedules standing meetings.
• Processes and receives warehouse orders; conducts quarterly and year-end inventory counts and reconciliations; reviews and submits warehouse transactions to Finance.
• Schedules and coordinates departmental meetings and provides training coordination, tracking, and administration including training, travel, or online seminar setup; processes per-diem requests.
• Prepares personnel transaction documents; processes Workers’ Compensation claims and exposure reports; updates and maintains employee performance evaluation tracking systems; processes timecards comparing hours of leave and overtime utilized against approved leave; ensures coverage for leave matches leave taken and correct coding has been utilized; performs CalCard reconciliations, processes public record requests; assists in developing and administering Professional Services Agreements, Service Provider Agreements, Purchase Order Agreements, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and other contracts.
• Manages mandatory requirements of grants to ensure guidelines are adhered to, including preparing and submitting mandatory performance reports.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Qualifications

Knowledge of:

• General principles and practices of municipal government operations, organizational practices, grants, budget preparation, monitoring, and administration.
• Research and reporting methods, techniques, and procedures.
• Principles and procedures of record keeping, document processing, and filing systems.
• Standard office procedures and practices.
• City-wide policies, processes, and procedures.
• Business arithmetic and basic statistical techniques.
• City and department programs, goals, and policies and procedures of the assigned department or division.
• The City’s operating budget.
• City finance procedures related to accounts payable, accounts receivable, agreements and purchasing policies.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Principles and practices of data collection, database maintenance, and report generation.
• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department or program.
• Basic budget principles for monitoring and tracking revenue and expenditures for assigned department.
• Principles and practices of contract monitoring for operational and fiscal purposes.
• City procurement principles and practices.
• Principles and practices of business correspondence and report writing.
• Business administration practices.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Prepare clear and concise correspondence and reports on a variety of financial, budgetary, and administrative issues.
• Perform technical financial work.
• Calculate figures and perform standard mathematical functions.
• Handle sensitive and confidential information.
• Research, analyze, and evaluate programs, policies, and procedures.
• Develop and administer a division budget.
• File and maintain automated and hardcopy records with accuracy.
• Compose correspondence and reports independently or from brief instructions; maintain records and databases.
• Handle disputes and complaints and resolve problems in a calm and tactful manner.
• Understand, interpret, and apply all pertinent laws, codes, regulations, programs, policies and procedures, and standards relevant to work performed.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
  • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

When assigned to the Police Department:

• Access and generate confidential state and national queries including criminal histories.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education :

• Equivalent to an associate degree from an accredited college with a major course of study in public administration or a related field.

Experience:

• Four (4) years of increasingly responsible clerical and administrative experience involving frequent public contact and providing direct support for a department, program, or business function.

Licenses and Certifications:

• None.

Additional Information

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, scale, postage machine, folding and sorting machine, copy and fax machine; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or 10-key calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Conditions

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The City of Chico offers a wide range of employee benefits. Benefits are subject to negotiations with employee organizations and may vary with individual bargaining units. For a summary of benefits, please visit the City of Chico website at: City of Chico - Employee Benefits

Closing Date/Time: 11/11/2025 11:59 PM Pacific

Salary:

$60,590.40 - $81,203.20 Annually