Senior Administrative Specialist - Public Works
Town of MatthewsHiring Range: $56,551 - $72,102 (based on qualifications and experience) The Town of Matthews offers a comprehensive benefits package including bilingual incentive pay, vacation and sick leave, increased vacation accrual for qualified service with another government agency, shared sick leave, medical insurance, paid parental leave, health reimbursement account (HRA), dental plan, vision insurance, North Carolina Local Government Employees Retirement Plan, 457 and 401K Retirement Accounts, flexible medical & dependent care spending accounts, EAP, group and voluntary life insurance & AD&D, short-term disability, long-term disability, accident plans, hospital indemnity plans, and critical illness insurance, and tuition reimbursement. POSITION SUMMARY Performs a variety of complex and high-level administrative and programmatic support duties, customer service, secretarial tasks, and records processing for a large department; coordinates contracted solid waste services, supports the Environmental Advisory Committee; works independently performing duties requiring the ability to interpret and apply departmental rules and regulations to a variety of situations. An employee in this class is responsible for all administrative support functions, office management, resident service, secretarial, and office management duties in a large and complex department and performs paraprofessional program support duties. Work generally requires that employees independently handle certain activities such as information processing, report generation, fiscal controls, departmental software and electronic records, website updates, or a special aspect of a program or office activity. Work requires more independence and self-initiative in activities and may include more independence in communications, both written and oral. Work requires tact and discretion in handling sensitive or confidential matters in the program areas. Work requires a broad knowledge of departmental and Town operations. Policy change, budget approvals, contract changes, and precedent-setting situations are referred to the department head. Knowledge of the Town and related functions is needed. Guides may include a variety of written manuals and instructions, as well as oral instructions. Sound judgment, initiative, and work planning and organizing skills are required in performing the tasks. Work is performed under the supervision of the department head and is evaluated through observation, conferences, and the quality and effectiveness of work completed. ESSENTIAL FUNCTIONS Handles personnel, budget, purchasing, and other administrative functions for the department. Serves as an administrative liaison with Finance and Human Resources; distributes personnel and financial procedure updates and directs payroll and timekeeping questions to the responsible Town staff. Plans and organizes administrative workflow of the office to accomplish the needs of management. Works closely with management in budgeting, purchasing, and procurement; compiles data to support annual budget development; tracks expenditures, encumbrances, and available balances across divisions; reviews and processes numerous invoices covering multiple divisions and a wide variety of supplies, equipment, and materials that involve different codes; enters data, tracks, and generates reports on expenditures; tracks and adjusts budget for expenditures. Screens calls and inquiries, responding to citizen inquiries related to the Public Works Department questions and operational concerns; secures information via telephone or personal contact; receives and greets visitors; answers many inquiries independently. Reviews invoices for correct coding, supporting documentation, purchase order references, and required approvals; prepares accounts payable for submission to Finance; researches discrepancies; obtains vendor credits; and maintains payment records. Creates purchase requisitions; follows up on purchase orders; answers staff q…