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Staff Specialist

Gainesville Regional Utilities Gainesville, FL
  • Expired: over a month ago. Applications are no longer accepted.
Staff Specialist

















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Staff Specialist

























Salary



















$14.82 - $22.71 Hourly























Location



















Gainesville, FL































Job Type













Full-Time Regular





















Department













REGIONAL TRANSIT SYSTEM































Job Number













08388





















































Closing















7/18/2019 11:59 PM Eastern

+ Description

+ Benefits

+ Questions































Job Ad









Inviting applications for the role of:



RTS Staff Specialist







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.



As a RTS Staff Specialist, you will assist supervisors with administration of labor agreements. Gather 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. Assists in development, preparation, and monitoring of annual and project budgets and reports.



Minimum Qualifications:



+ An Associate degree from an accredited college 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 support staff 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.





+ Valid Florida driver license with a safe driving record required upon appointment.







Testing:



+ This position requires testing on Typing, Word and Excel. Please contact CareerSource Florida in order to schedule your test. The tests can be taken at CareerSource Florida, 10 NW 6th Street, Gainesville, Florida. 32601 Their phone number is 352-955-2245 (press 5 and then 3). An alternate CareerSource Florida location is in Starke, FL at 819 S. Walnut Street, Phone: 904-964-8092.

+ Passing scores of 35wpm and Moderate Knowledge and above for Excel and Word may be delivered to the City of Gainesville's Human Resources/Organizational Development Department, 222 E. University Avenue (Old Library Building next to City Hall), or a PDF can be sent to HR@CityofGainesville.org or a fax including a cover sheet and the first page of each test to 352-334-2055 by 4:00 pm on Thursday, 07/25/2019, to be considered for this position.

+ You will need to re-test if the tests you submitted are dated more than one year ago (before 07/18/2018) or if your current scores on file are not at Moderate Knowledge and above. Call HR/OD at 352-334-5077 if you are unsure if your scores are still on file.











Notes:



+ Time keeping experience preferred

+ Strong background in accounting or bookkeeping preferred

+ May establish eligibility list

+ May fill multiple positions

+ May under fill the position













Embracing change is the Gainesville way of life!



Come join our team as we shift the culture from "No to Yes", "from reactive to proactive," "from policy-oriented to services-oriented", and "from silos to teams".









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.



NON-ESSENTIAL JOB FUNCTIONS

Performs other related duties as assigned.



May perform tasks normally assigned to Staff Assistants as workflow and demands require.



QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.



EDUCATION AND EXPERIENCE

An Associate degree from an accredited college 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 support staff 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 with a safe driving record.



Certifications

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



KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of office terminology, practices, and procedures, equipment and business English, spelling, and arithmetic.



Demonstrated proficiency in relevant software and advanced computer skills.



Knowledge of the department or division core functions, programs, and related work.



Thorough knowledge of organizational structure and organizational policies, procedures and practices.



Ability to function independently through the application of knowledge and skills, good judgment, organization, planning, and problem solving.



Ability to analyze moderately-complex information and prepare moderately-complex reports.



Ability to maintain confidentiality and respond appropriately to sensitive/confidential issues.



Ability to understand and follow complex oral and written instructions.



Ability to resolve customer complaints and answer inquiries.



Ability to work effectively with co-workers and internal and external customers.



Ability to communicate effectively, both orally and in writing.



Ability to use personal computers and basic office equipment.



Ability to organize and coordinate multiple work and office staff assignments in a multi-functional work environment.



PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.



PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time.



WORK ENVIRONMENT

May require occasionally working outside regular business hours, including nights, weekends and holidays.































To learn more about benefits offered from the City of Gainesville / Gainesville Regional Utilities, please visit our benefits page at:



http://www.cityofgainesville.org/GOVERNMENT/CityDepartmentsNZ/RiskManagmentDepartment/EmployeeBenefits/tabid/409/Default.aspx



































01








Please select the option below that best describes your highest level of education.



Proof of the required education for this position will be requested at the time of appointment. You may attach the documentation as part of your application for review and consideration should you be selected to move forward in the hiring process.






+ High School Diploma




+ Associates Degree




+ Bachelor's Degree




+ Master's Degree



















02








How many years experience do you have of responsible administrative and staff support experience?

**Experience must be shown on application for consideration**






+ Less than 2 years




+ 2 years to less than 3 years




+ More than 3 years



















03








Do you have a a Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate?

*If yes, please attach certificate to the application*






+ Yes




+ No



















04








Do you understand that a valid Florida driver license with a safe driving record is required upon appointment and will be verified through a background screening?






+ Yes




+ No



















05








Do you understand that this position requires testing scores on Typing, Word and Excel to be submitted by 4 P.M. on Thursday, July 25, 2019? **Please see posting for testing information**






+ Yes




+ No



















06








Please explain any time keeping experience you have and where you gained the experience? **Experience must be included on the application for consideration**





















07








Please explain any accounting or bookkeeping experience you have and where you gained the experience? **Experience must be included on the application for consideration**





















08








Please select from the option below where you initially learned about this employment opportunity:






+ City of Gainesville Website




+ Governmentjobs.com




+ Career Source




+ Word of Mouth




+ College Job Posting




+ Other




+ Prefer not to disclose




+ Guardian




+ Recruiter




+ Professional Diversity Network PDN



















09








If you selected "Other" from the above option, please identify the event, activity or source where you initially learned about this employment opportunity. Please type N/A if this question does not apply to you.*



















Required Question





































Agency





City of Gainesville

























Address









222 E. University Ave

PO BOX 490











Gainesville, Florida, 32627





























Website









http://www.cityofgainesville.jobs

































Apply

















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Gainesville Regional Utilities

Address

Gainesville, FL
USA