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ADMINISTRATIVE SPECIALIST (GRANT ADMINISTRATIVE & SPECIAL PROJECTS) (UNCLASSIFIED)

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ADMINISTRATIVE SPECIALIST (GRANT ADMINISTRATIVE & SPECIAL PROJECTS) (UNCLASSIFIED)

Salary

$67,019.43 - $90,068.51 Annually

Location

Ohio 45202, OH

Job Type

Full-time Unclassified

Job Number

25-01255 (U)

Department

City Manager's Office

Opening Date

04/25/2025

Closing Date

5/9/2025 11:59 PM Eastern

+ Description

+ Benefits

+ Questions

General Statement of Duties

The Administrative Specialist (Grant Administration & Special Projects) position supports both the operational and strategic functions of the office of Grant Administration and Government Affairs. Duties involve interpreting policies and procedures related to grant funding and project implementation and ensuring activities align with organizational goals and compliance standards. Responsibilities include gathering and evaluating data to support program planning, budget tracking and process improvements. The position also plays a supporting role in coordinating cross-functional activities, maintaining documentation, and preparing reports. This employee performs a wide-range of professional tasks including highly responsible administrative assistance to the office of Grant Administration and Government Affairs. Performs related duties as required.

Incumbents may perform routine professional work with a fair degree of independence or may perform more complex work under closer supervision.

Minimum Qualifications (KSAs)

(Illustrative only. Any one position may not require all of the listed KSAs nor do the listed examples include all the KSAs, which may be required.)

Knowledge of:

Principles and procedures of record keeping.

English usage, spelling, grammar, and punctuation.

Departmental procedures, policies, and rules.

Basic principles and practices of budget preparation.

Basic principles and practices of accounting, as appropriate to assigned area.

Basic principles of project management, as appropriate to assigned area.

Principles and practices of mathematics.

Principles and practices of statistics, as appropriate to assigned area.

Modern office procedures, methods, and computer equipment.

Principles and practices of program development and administration.

Principles of business letter writing and report preparation.

Pertinent federal, state, and local laws, codes, and regulations.

Management skills to analyze programs, policies, and operational needs.

Various software and mainframe applications as appropriate to assigned area of responsibility.

Video production as appropriate to assigned area of responsibility.

Grant application process and administration as appropriate to assigned area of responsibility.

Skill to:

Operate assigned vehicle, machinery, equipment, and tools as appropriate to assigned area of responsibility.

Install, use, and upgrade a variety of computer applications, software, hardware, LANS, WANS, etc., related to assigned area of responsibility.

Utilize Microsoft Office suite applications or similar productivity software

Ability to:

Interpret and apply departmental policies and procedures.

Work independently in the absence of supervision.

Research, analyze, and evaluate programs, policies, and procedures.

Prepare clear and concise reports.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Follow all safety rules and regulations of the department to which assigned.

Identify and respond to issues, concerns, and needs.

Learn total quality management principles and practices.

Analyze problems, identify alternative solutions, and project consequences of proposed actions.

Prioritize multiple duties and manage time related to assigned area of responsibility.

Examples of Work Performed

(Illustrative only. Any one position within this classification may not include all of the duties listed nor do the listed examples include all of the tasks that may be performed.)

Provides clerical, technical, and administrative assistance to assigned supervisor in support of assigned city programs; assists supervisor with department's management systems which may include personnel management, purchasing processes, training programs, or others.

Collects, compiles, and analyzes information from various sources on a variety of specialized topics.

Utilizes computerized software packages to provide and evaluate statistical trends and narrative/information reports; uses spreadsheets to enter and manipulate data in order to produce technical information.

Contacts appropriate parties to elicit information for projects or contracts; extracts data from a variety of sources; compiles and evaluates data and information; advises internal and external customers about guidelines; reviews invoices, evaluates adjustments, and performs cost studies; reviews necessary reports for adherence to standards and criteria; contacts appropriate parties to resolve any problems or discrepancies; prepares a variety of activity reports pertaining to assigned responsibilities.

Prepares a variety of statistical and narrative reports within functional area related to operational activity, survey results, and special projects; searches appropriate primary and secondary source material; elicits information from appropriate parties; evaluates data and prepares reports on findings; may participate in operational service reviews in areas of responsibilities.

Prepares presentations, general and technical correspondence, and promotional materials; develops forms, tracking systems, databases, and spreadsheets

Resolves difficult or sensitive customer service inquiries or problems; advises public on complex rules, policies, and procedures; responds to inquiries from employees and the public.

Researches information, organizes, evaluates, and compiles results and prepares detailed summaries, tracks progress of projects and payment expenditures and reimbursements.

Prepares and processes administrative documents such as vouchers, permits, personnel actions, requisitions, and contracts; prepares documents for purchasing, fiscal, project or program areas; maintains a variety of records and files.

May perform general office/secretarial tasks such as but not limited to monitoring/ordering standard office supplies; collating and assembling documents; accepting and delivering inter-departmental correspondence, photocopying/faxing correspondence and reports; attend meeting and take/distribute minutes; scheduling appointments and maintaining supervisor's calendar; screening calls/visitors; making travel arrangements.

Works independently with recurring work on their own initiative; supervisor assists with projects or situations not previously encountered or where new/revised regulations or procedures apply.

May coordinate various financial activities that may include preparing reports for the City Finance Department, monitoring and submitting requisitions, and establishing purchase orders.

May assist department supervisory and management staff in annual budget development and administration processes; research and collect data; identifies need for budget adjustments and modifications as appropriate and necessary.

May compile, calculate, maintain and review departmental payroll; verifies time sheets.

May assist in staff training and development.

HR CONTACT: [email protected]

Required Education and Experience

RESUME MUST BE ATTACHED

Each applicant must have one year of experience in a paid clerical or administrative support role and an Associate's degree or college credit equivalent in a business, communication, management, or a closely related field.

Education may be substituted for experience. Experience may be substituted for education.

Bachelor's Degree is preferred.

Notary Public certificate is preferred.

OTHER REQUIREMENTS

May require a valid Driver's License.

May require possession of Notary Public certification.

MILITARY EDUCATION & EXPERIENCE EVALUATION

Military education and experience may be substituted for college level course work at the lower and upper division baccalaureate and graduate levels and apprenticeship training at the vocational certificate level on a case by case basis based on the American Council on Education (ACE) Military Guide recommendations.

Working and Physical Conditions

Environmental Conditions:

Office environment; exposure to computer screens; possible exposure to outside and inside working conditions; working closely with others; maybe required to work alone and unsupervised; may be exposed to excessive noise and moving objects/ vehicles; may be required to work irregular hours.

Physical Conditions:

Duties require maintaining physical condition necessary for sitting, standing, and walking for prolonged periods of time; may require light to moderate lifting, reaching, pulling, and carrying; manual dexterity and audiovisual and linguistic acuity required.

The below information is solely intended as a summary of the benefits available and is subject to change. Not all benefits listed are available for every position. Benefits can vary depending on applicable labor agreements and/or salary plan. For specific questions, contact the HR Contact indicated on the Job Posting.

The City of Cincinnati offers its employees competitive salaries and a comprehensive benefit package designed to actively attract and retain quality employees' to add additional value to the City of Cincinnati's workforce. A summary of these benefits for full-time employment is listed below. This is a general listing of benefits for all employees and is not intended to be a comprehensive listing for all bargaining units.

The City offers a variety of training programs, ranging from job-specific skills such as computer and equipment instruction, to helping supervisors improve their management techniques.

Equal Employment Opportunity

The City of Cincinnati is dedicated to providing equal employment without regard to race, gender, age, color, religion, disability status, marital status, sexual orientation or transgendered status, or ethnic, national or Appalachian origin, or on the basis of any other category protected under federal, state and local laws.

Holidays

The City of Cincinnati has 11 paid holidays annually that include:

New Year's Day

Martin Luther King Day

President's Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Veterans' Day

Thanksgiving Day

Day after Thanksgiving

Christmas

Health Insurance

The City of Cincinnati 80/20 offers 3 medical plans to all full time City of Cincinnati employees and eligible dependents: the 80/20 PPO medical plan, the HDHP medical plan with an HSA contribution, and a Health Reimbursement Arrangement for those enrolled on another non-city eligible group plan.

Eligible dependents include:

Legal Spouse or Equal Partner

Child (natural child, adopted child, and/or child who the group has determined is covered under a "Qualified Medical Child Support Order")

Step-child

Child for whom the employee or employee's spouse/equal partner is a legal guardian

Basic Life Insurance

A $50,000 Basic Life Insurance policy is paid for by the City for certain eligible employees. Full time employees not eligible for the City-paid basic life insurance policy are generally provided a similar benefit through their union group.

Supplemental Life, Long Term Disability, Accident & Critical Illness Insurance

Most full time City employees are eligible to participate in a supplemental life insurance program, a long term disability plan, and accident and critical illness insurance programs at their own expense. Premiums are determined by age, amount of coverage, and various additional factors.

Flexible Benefits Plans

Healthcare Flex Spending Account

City employees can participate in the Healthcare Flex Spending Account that can be used to pay out-of-pocket medical, prescription, dental, and vision care expenses for employees and family members.

Dependent Care Flex Spending Account

City employees can participate in a Dependent Care Flex Spending Account that can be used to pay work-related dependent care expenses. Participants can set aside money each year through pre-tax payroll deductions to pay for these expenses.

Transportation Expense Reimbursement Account

City employees can participate in a Transportation Expense Reimbursement Account (TERA) that can be used to reimburse expenses related to traveling to and from work. Participants can set-up a pre-tax payroll deduction up to an IRS regulated amount.

Healthy Lifestyles Program

City employees can voluntarily participate in a wellness incentive program that encourages and rewards employees and their spouses/equal partners for making positive choices for better health. The City of Cincinnati will contribute up to $300/year to a Health Reimbursement Account for each the employee and their spouse/equal partner for meeting specified program goals. These dollars can be used to offset qualified out-of-pocket medical expenses.

Integrated Health Reimbursement Arrangement (HRA)

This is a voluntary program that serves as an alternative healthcare option to traditional medical plans. If you have alternate group health coverage available to you through a spouse, equal partner, another job, or a non-city retirement plan, you may be eligible for this plan which reimburses you for the difference in premiums between the plans and your covered out of pocket expenses on the other plan.

Retirement Plan

The City provides a defined benefit pension plan for part-time and full-timeemployees. New hires and re-hired employees are required to participate in the City of Cincinnati's Retirement System (CRS), regardless of previous participation in an Ohio State pension system or any another state or federal pension system. CRS is funded by employer and employee contributions, and investment returns from plan assets. CRS provides retirement and health care benefits subject to eligibility requirements. The following groups are excluded from participation in CRS: Mayor and Members of City Council; Sworn Police & Fire; Police Recruits; and Rehired Ohio Police & Fire Retirees.

Deferred Compensation

As an Ohio government employer, the City offers employees the ability to participate in a 457(b) tax-deferred retirement savings plan. The City makes an annual match to your 457(b) of up to $750, or as otherwise specified in applicable regulations and union contracts.

01

How many years of paid clerical or administrative support experience do you have?

+ No Experience

+ Less than 1 year

+ 2 years to less than 3 years

+ 3 years to less than 4 years

+ 4 years to less than 5 years

+ 5 years or more

02

Do you have an Associate's degree or 60 semester college credit equivalent in a business, communication, management, or a closely related field?

+ Yes

+ No

03

If you answered "closely related" to the above question, please provide the degree type.

04

Do you have an Ohio Notary Public certificate?

+ Yes

+ No

05

Do you have a valid driver's license?

+ Yes

+ No

06

Do you understand that this position is unclassified? Civil Service Rule 01, Section 10 states "unclassified and casual (part-time) service" comprises the following which shall be exempt from examination and do not have appeal rights to the Civil Service Commission: A. All officers elected by popular vote or persons appointed to fill vacancies in such offices; B. All election officers and employees and clerks of the Board of Education; C. Such employees of the City Council as are engaged in legislative duties; D. The members of all boards and commissions, and the heads of the departments; E. Employees engaged in library work or in teaching, educational or research work in connection with the public school system; F. Employees in Community Development and City Planning Departments;

+ I have read the above statement and understand that the position is unclassified.

Required Question

Employer

City of Cincinnati

Address

805 Central Avenue Suite 200

Cincinnati, Ohio, 45202

Phone

513-352-2400

Website

http://agency.governmentjobs.com/cincinnati/default.cfm