Administrative Specialist - Dept. of Public Works

City of Manchester, NH Manchester, New Hampshire
administrative dept public works personnel materials media administrative departmental complaints operations relations written calls
Job Description

Grade 15

Performs a variety of general office clerical and confidential administrative support duties for a Department Head within a municipal Department including directing and disseminating information on departmental services to other departments &/or divisions, the media, and general public; performs directly related work as required.

Examples of Essential Work

Performs confidential administrative duties for a Department Head, including assuming direction or oversight over other department personnel in distributing directives and monitoring programmatic activities;

Listens to and directs comments and complaints from the public relating to Department operations and takes appropriate action to resolve and refer such complaints;

Acts as a liaison between department management and the public in customer relations activities.

Coordinates the production of written materials, brochures, booklets, social media and other public relations materials;

Schedules appointments for the Department Head and maintains appointment schedule;

Assists with public relation plans and strategies;

Prepares correspondences, reports, lists and other documents as instructed and requested by designated office personnel;

Monitors service calls and online requests, and forwards them to appropriate/responsible department representative;

Interprets and applies Departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines;

Coordinates and oversees social media platforms as assigned;

Composes and distributes public service announcements and other related information.

Composes correspondence for designated office personnel as requested;

Performs special projects and prepares special reports as requested;

Copies, packages and distributes a variety of written materials as requested by other designated office personnel;

Answers Department telephone calls, receives and greets visitors to the Department and provides information to or refers callers and visitors to other appropriate Departments or City personnel;

Gathers, assembles, updates, writes, produces, distributes and/or files a variety of information, forms, records, reports, newsletters and data as requested using traditional filing systems or databases as necessary;

Requisitions supplies and materials for the Department Head as requested

Assists in completing necessary paperwork for personnel changes, including recruitment, onboarding etc.;

Supervises, trains, evaluates and coordinates the work of other designated office personnel as directed;

Organizes meetings, trainings, and conferences;

Provides staff support to special commissions and boards as necessary;

Provides needed information and demonstrations concerning how to perform certain work tasks to new employees in the same or similar class of position; and more.

Acceptable Experience and Training

Graduation from an accredited college or university with an Associate"s Degree in Business Administration, Public Administration or a related field; and

Considerable experience in general office operations; or

Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.

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