Administrative Specialist - City

PAY AND FAIR LABOR STANDARDS ACT (FLSA) STATUS:

Pay Range: 513

Hourly Rate: $30.94 - $47.30

Annual Rate: $64,602.72 - $98,762.40

FLSA Status: Exempt

The normal starting pay for this position is the minimum of the pay range listed above. A higher rate of pay may be considered, dependent on the qualifications and experience of the selected applicant and/or the City’s step placement policy.

OVERAGE POSITION

This position is an overage. Funding for this position will be re-evaluated on a fiscal year basis.

APPLICATION, HIRING, AND BACKGROUND

• When completing the application, applicants will be asked to respond to application questions. These application questions are based on the Job Requirements for the position.
• Completion of the application questions is required.
• Applicant responses to the application questions must specifically answer the questions asked.
• Responses to application questions must be supported by work history/information listed on the application/resume, sufficient to demonstrate qualifications for the position.
• Applicants may upload only two attachments. Attachments may include, but are not limited to a resume, cover letter, DD214 or NGB Form 22, transcripts, etc. Applicants may also choose to combine documents into one file for upload.
• Applications may not be reviewed if specific responses to application questions have not been provided.
• Each application submission is reviewed independently.

For detailed information about the City’s hiring and background processes, check out the: Quick Guide to Hiring and Background Checks

If you have questions, check out the: Frequently Asked Questions

TOTAL REWARDS

At the City of Oklahoma City, our Total Rewards package is designed to honor your service, fuel your growth, and support every part of your life. We offer:

• Competitive pay
• An average of $22,000 annually contributed toward your benefits and retirement
• A comprehensive package designed to support your health and wellness, financial security, work-life balance, and personal and professional growth and development

Explore all the ways we invest in you: City of Oklahoma City Total Rewards

DEPARTMENTAL INFORMATION

This position is in the Homelessness Section of the Housing and Community Development Division of the Planning Department and is under the direction of an immediate supervisor. This position will support the homeless services team with processes including HR, procurement, budgeting, scheduling and other administrative tasks. Additionally, this role will support grants management and application processes. The position will support Strategy Implementation Manager with board management, including committee coordination, agenda/presentation creation, following Open Meetings Act, compiling the board packet and providing clear and timely communication to board and committee members. This position will regularly assist team members with special projects and prepare written reports for City leadership and key stakeholders.

JOB SUMMARY

This position is located in the Community Development Division of the Planning Department within the City of Oklahoma City. This is a staff position located throughout the City in large divisions and department level administrative work sections, and usually reports to a department or division head. The Administrative Specialist is primarily responsible for performing special projects, conducting research, monitoring budget goals and objectives, exchanging information, and performing general administrative tasks. Knowledge of current organizational, managerial, and administrative concepts and principles, skill in basic research principles and practices, and standard budgeting and financial management procedures and practices are required prior to assuming the position. Essential job functions include: identifying problems, evaluating and developing alternatives, and making written and verbal recommendations to improve organization programs, procedures and operations; researching and assessing department, division or section programs, needs, and operation; assisting in the planning, preparation, and control of department, division or section budgets, goals and objectives; exchanging information with various organizational personnel, boards, committees, outside agency representatives, and citizens regarding departmental policies, procedures, practices and operations; and performing a variety of general administrative duties in support of functions and activities of the assigned work unit. Specific duties and responsibilities may include, but are not limited to representing the department as staff advisor and attending various meetings; preparing Council memos for various department activities; monitoring project records relating to various contractual obligations; and conducting specialized feasibility, time and cost, and cost-benefit analyses. The employee primarily works independently and is frequently the department or division heads chief resource for conducting research into specific operational matters and activities. Instructions received define the overall objectives, with minimal specificity regarding how to proceed with assignments. Work results are primarily examined for soundness of technical judgment and quality of recommendations.

VETERANS PREFERENCE

Honorably discharged veterans of the United States Active Duty Armed Forces, National Guard, and Reserve Forces who are not currently employed full-time by the City of Oklahoma City and who meet the qualifications for the position shall be given preference. To receive preference, veterans must submit verification of honorable discharge from the United States military service (Department of Defense Form DD214 or NGB Form 22) prior to the closing date of the vacancy announcement.

JOB REQUIREMENTS

• Knowledge of and ability to utilize standard budgeting and finance procedures and practices in performance of duties.
• Knowledge of and skill in utilizing basic research principles and practices.
• Knowledge of current organizational, managerial, and administrative concepts and principles.
• Skill in assessing and following research through to logical conclusion.
• Skill in communicating verbally and in writing, using tact and diplomacy.
• Skill in making long and short-range projections based on current and future needs.
• Ability to develop alternatives and make recommendations leading to improvements of organizational activities and programs.
• Ability to learn and apply knowledge of the citywide organization and administrative structure, operations, practices and procedures.
• Ability to travel.

PREFERRED QUALIFICATIONS

• Ability to learn and apply knowledge of the citywide organization and administrative structure, operations, practices and procedures.
• Proven experience with financials, including purchases and accounts payable processes.
• Proven experience working with federal grant programs.
• Experience with board management, grant applications, and homeless services or closely related field.
• Proficiency in Microsoft Office, Canvas, HMIS and other databases as necessary.

COMPETENCIES

• One City, One Team (Teamwork/Team Oriented) (1) Recognizes, values, and leverages the ideas, opinions, and perspectives of others; (2) participates willingly and effectively as a team lead or team member; (3) builds consensus; fosters team commitment, spirit, pride, and trust; (4) collaborates with others to accomplish goals and objectives and achieve results; (5) expresses facts, ideas, messages, and information (technical and non-technical) to individuals or groups clearly, concisely, accurately, understandably, with honesty, tact, and diplomacy and in a manner that is appropriate for the intended audience; (6) actively listens, clarifies information as needed; (7) [Core Value One City, One Team] shares information, resources and solutions across departments; (8) [Core Value One City, One Team] asks for help early and offers it often; (9) [Core Value One City, One Team] collaborates across teams before decisions are made.
• Service First (Customer Centric) (1) Demonstrates commitment to public service; (2) serves and satisfies internal and external customers in a timely and effective manner; (3) establishes, commits to, and maintains high standards for producing quality work products and being responsive to customers; (4) supports the Department/City's mission; develops and executes strategies with the customer in mind; (5) [Core Value Service First] acts quickly and follows through until the job is complete; (6) [Core Value Service First] serves everyone with genuine respect, diligence and professionalism; (7) [Core Value Service First] makes decisions with the people we serve in mind.
• Respect Always (Leads Through Influence) (1) Persuades others; builds consensus through give and take; (2) gains cooperation from others to obtain information and accomplish goals; (3) works with others towards achieving agreements that may involve exchanging resources or resolving differences; (4) understands the concepts, practices, and techniques used to identify, engage, influence, and monitor relationships with individuals and groups connected to a work effort including those actively involved; (5) leads through influence over the process and its results, and those who have a vested interest in the outcome (positive or negative). (6) [Core Value Respect Always] listens with curiosity and speaks with care; (7) [Core Value Respect Always] embraces different perspectives and lived experiences; (8) [Core Value Respect Always] gives feedback constructively and receives it openly.
• Own the Outcome (Execution and Results) (1) Sets well-defined and realistic goals and high standards of performance for self or self and others; (2) displays a high level of initiative, effort, and commitment toward performing work; (3) completes assignments in a thorough, accurate, and timely manner, and delivers results; (4) works with minimal supervision, is motivated to achieve, and demonstrates responsible behavior; (5) demonstrates understanding of all aspects of the job and application of accrued knowledge in carrying out duties and responsibilities; technical knowledge; skill in the techniques, equipment, procedures, and work required; (6) recognizes opportunities and takes action for improvement to programs, policies, procedures, practices, and processes; (7) understands and is able to apply the principles, methods, and tools of quality improvement; (8) collects, examines, analyzes, and interprets data from a variety of sources; (9) makes data-driven recommendations/decisions and achieves results; (10) effectively achieves results through others to achieve the Department or City's mission; (11) [Core Value Own the Outcome] takes initiative to fix it or escalates issues; (12) [Core Value Own the Outcome] follows through on commitments; (13) [Core Value Own the Outcome] speaks up when accountability is missing.
• Keep Getting Better (Commitment to Continuous Improvement) (1) Recognizes opportunities for improvement with regard to programs, policies, procedures, practices, and processes; (2) understands and is able to apply the principles, methods, and tools of quality improvement; (3) collects, examines, analyzes, and interprets data from a variety of sources; (4) makes data-driven recommendations/decisions and achieves results; (5) [Core Value Keep Getting Better] takes time to reflect and act on what is working and what is not; (6) [Core Value Keep Getting Better] learns from mistakes without blaming; (7) [Core Value Keep Getting Better] supports self and other’s development and growth.
• Empathetic Leadership (1) Fosters a workplace where employees are engaged; (2) seeks to know and learn about, and respects the values, attitudes, and beliefs of others; (3) welcomes varied ideas, perspectives, and thoughts when carrying out the work of the organization and making decisions; (4) builds trust through transparency, open communication, feedback, consistency, and humility; (5) seeks to build high performing teams through practices that demonstrate a commitment to hiring the most qualified candidates; promotes advancement opportunities for all (e.g., coaching, mentoring, providing personal and professional development opportunities); (6) resolves conflict and maintains effective working relationships with others through open dialogue, collaboration, empathy, active listening, understanding, tact, diplomacy, and professionalism; (7) treats others with fairness and dignity; (8) demonstrates emotional maturity; and (9) recognizes contributions and celebrates accomplishments. Note: This competency is not applicable for employees who are not supervisors.
• Judgment (1) Plans, coordinates, and executes business functions efficiently, effectively, and in a fiscally responsible manner; (2) identifies risks and develops and implements measures to avoid, mitigate, or minimize those risks; (3) makes effective, timely, well-informed, objective, and transparent work-related decisions; (4) exhibits emotional maturity and stability, effectively manages conflict, and remains optimistic and calm during stressful situations; (5) uses resources effectively to achieve results aligned with organizational priorities; (6) applies understanding of financial management/budgeting principles to ensure decisions are fiscally sound and responsible and in accordance with policies, procedures, processes, rules, regulations, and laws; (7) makes business decisions that drive positive, fiscally responsible performance; (8) manages ambiguity, business insight, financial acumen, makes decisions using data and insight that achieves the best outcome for the department and City.
• Talent Development (1) Provides tools, materials, equipment, and resources; (2) provides performance feedback, coaching, mentoring, encouragement, and support; (3) discusses personal and professional goals; (4) provides formal and informal learning and development opportunities that support achievement of personal and professional goals; (5) attracts and develops talent; (6) manages performance throughout the department or City; (7) sets the leadership tone for area of responsibility. Note: This competency is not applicable for employees who are not supervisors.
• Strategic Thinking (1) Thinks conceptually, imaginatively, and systematically; (2) envisions the future; (3) defines the vision, direction, and goals; (4) develops a road map for achievement; (5) anticipates change and plans for it; (6) considers long-term value and consequences; (7) influences others to achieve results; (8) understands where the organization is headed; knows the organization's mission and functions, and how its social, political, and technological systems work; (9) aligns business strategies to long-term success of the City; (10) sets the vision, direction and compelling course of action; (11) operates effectively within the systems, programs, policies, procedures, codes, ordinances, rules, and regulations of the organization; (12) knows industry and stays ahead of best practices; (13) understands the political environment, management priorities, staff roles and responsibilities, and grasps external factors impacting the organization; (14) identifies when issues need to be escalated to higher authorities and effectively alerts appropriate officials.
• Agility (1) Values collaboration, communication, and feedback and is flexible and open to new ideas; (2) learns rapidly and transforms learning into action; (3) examines processes and practices to perform work most effectively; (4) demonstrates courage and willingness to take calculated risks; (5) assesses readiness; proposes new approaches, methods, and technologies plans, implements, and evaluates change in a transparent, positive, and thoughtful manner; (6) exhibits emotional maturity and stability, effectively manages conflict, and remains optimistic and calm during stressful situations; (7) rapidly adapts to change and leads others through change, while producing tangible results and identifying new opportunities.

WORKING CONDITIONS

• Primarily indoors in climate-controlled environment.
• Occasional local or out-of-town travel to meetings, conferences or seminars.
• Occasionally required to work beyond normal working hours.

Note: Typical City employee working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. However, working hours vary (may require work to begin before 8:00 a.m. and/or end beyond 5:00 p.m., and/or may require work on weekends and holidays), and are subject to change, based on the duties and location of the position and the business needs of the assigned work unit/department.

PHYSICAL REQUIREMENTS

• Near vision enough to read and draft documents such as written communications or reports both manually and machine operated.
• Speech and hearing enough to communicate in person and by telephone.
• Manual and finger dexterity enough to operate office equipment such as keyboards, telephones, 10-key, etc.

Note: The working conditions and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

OTHER DETAILS

Pay Method: City employees are required to receive pay electronically, either via direct deposit or pay card.

Former Employees: If this position is open to external applicants and you are a former employee, you must be eligible for rehire to participate in any selection process. If you are unsure of your rehire status, please contact the Human Resources Department at (405) 297-2530. If your rehire status has been coded “Not Eligible,” “Eligible 3,” or “Conditional,” you will need to request a review of your rehire status through the Human Resources Department’s Employee and Labor Relations Division.

Background Investigation, Drug Testing, Physical Examination: Upon a conditional offer of employment/acceptance of position, the City of Oklahoma City will conduct a criminal history background check for external applicants. Applicants will be provided contact information for any third-party reporting agencies used to collect background information in connection with conditional offers of employment.

If the position accepted includes a driver license (commercial or non-commercial) Job Requirement, the City of Oklahoma City will obtain a Motor Vehicle Report for internal and external applicants.

If the position accepted is safety sensitive and/or a driving position, internal and external applicants will be provided a copy of the City of Oklahoma City's Drug and Alcohol Testing Policy prior to being directed for a drug test. A copy is also available at the link below:

HRB 25-01 Drug and Alcohol Testing Procedure

If the position accepted is cyber security sensitive, internal and external applicants will be subject to a Criminal Justice Information Services (CJIS) Interstate Identification Index (III) Fingerprint Background check. Additionally, employees in this job classification must complete Level 4 Security Awareness Training and pass an online certification test.

If the position accepted includes a lift/push/pull/carry Physical Requirement of 25 pounds and greater, internal and external applicants will be directed for a physical examination.

AN EQUAL OPPORTUNITY EMPLOYER

If you require reasonable accommodation at any time during the hiring process, please notify one of the Human Resources Department Representatives by calling 405-297-2530. The City of Oklahoma City will not discriminate against any applicant or employee because of race, color, religion, sex (including pregnancy, actual or perceived sexual orientation, and gender identity and/or expression), national origin, age, disability (mental or physical) and genetic information (including family medical history).