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Administrative Specialist (OPEN)(N/C)

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Administrative Specialist (OPEN)(N/C)

Salary

$67,017.60 - $90,064.00 Annually

Location

Ohio 45202, OH

Job Type

Full-time Classified

Job Number

25-02132

Department

Metropolitan Sewer District

Opening Date

09/19/2025

Closing Date

10/18/2025 11:59 PM Eastern

+ Description

+ Benefits

+ Questions

General Statement of Duties

The Metropolitan Sewer District of Greater Cincinnati’s (MSD) Office of the Director is looking for a detail-oriented and driven professional with demonstrated organizational, analytical, and critical thinking abilities to support its operations.

MSD is a local wastewater utility operated by the City of Cincinnati that provides service to approximately 232,000 households and businesses in the greater Cincinnati area.

This position is primarily responsible for managing and coordinating public records requests and damage claims as well as providing administrative support for MSD’s Legislation Services Section. Specific duties include:

• Intake, tracking, external communication, internal coordination, and document management for public records requests and damage claims

• Interpreting and applying rules, standards, or procedures regarding public records, claims, and legislation

• File management, workflow support, proof reading, document preparation, public notices, and mailings related to legislation

• Providing as-needed administrative assistance to the Senior Administrative Specialist, Assistant Superintendent, Deputy Directors, and Director

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.)

In addition to the Knowledge, Skills and Abilities requirements of the Administrative Technician and Administrative Specialist:

Knowledge of:

Standard English, grammar and usage; standard correspondence and report formats.

Principles of quantitative and qualitative analysis; principles of financial analysis; budget preparation and administration; accounting principles.

Management and administration of federal grant monies; the City's procurement process and requirements; general contract language and law.

Pertinent City, state and federal laws, codes and regulations; municipal legislative process.

Civil Service Rules; City Human Resources Policies and Procedures; EEO, ADA, Affirmative Action; union contracts; and other technical procedural materials related to departmental business.

Conflict resolution techniques; negotiation techniques. Principles and practices of human resource management; lead supervision and training; business processes and best management practices.

Skill to:

Manage staff to accomplish work objectives.

Establish work priorities.

Operate copy machines, printers, scanners, fax machines, office phone, smart phone, computer, laptop, and iPad.

Utilize Microsoft Office products including Word, Excel, PowerPoint, and Outlook, Adobe Pro, and various applications such as CHRIS, CFS, CBS and Sharepoint.

Ability to:

Assign, direct and evaluate the work of subordinate staff; supervise subordinate staff.

Process complex information while maintaining attention to detail; perform complex analyses of

problems and formulate solutions to such problems.

Communicate clearly and concisely, both orally and in writing.

Make decisions based on data analysis and observation; demonstrates strict adherence to rules and regulations.

Interpret, explain and apply pertinent City, state and federal laws, regulations, ordinances, policies and procedures; interpret and apply rules of contract compliance.

Apply various criteria to evaluate contract bids and recommend selections.

Maintain confidentiality of City information.

Conduct investigations as appropriate.

Resolve disputes; negotiate compromises; handle grievances; negotiate union contract agreements.

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

Take on new or additional work responsibilities and challenges; excel at tasks that require a strong focus on detail and a need for thoroughness.

Become highly specialized in area relevant to department.

Establish and maintain effective working relationships with those contacted in the course of work; recognize and respond to the needs of others and cultivate a supportive environment.

Operate assigned vehicle in performance of job duties (as required).

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 which may be performed.)

Analyze and prepare operating and capital budgets; develop and monitor assigned budgets; read and evaluate appropriate financial statements; maintain appropriate financial records.

Coordinate departmental responses to City Council motions and referrals; provide technical expertise and advice to City Council, City administrators and other groups as requested.

Advises division heads, superintendent, and directors on how to handle administrative situations concerning personnel, budgets, contracts, etc.

Interprets Personnel Policies and Procedures, labor agreements, and Civil Service Rules to employees.

Keeps director informed on important issues, policy changes, etc., verbally or through memos or reports.

Serves as a liaison with other divisions/departments/unions (legal, EEO or Civil Service) regarding personnel matters, such as contracts, grievances, disciplinary cases and handling complaints.

Writes memos and reports of various kinds, including: new position requests to appropriate agencies, new information regarding policies to employees, personnel reports, responses to inquiries from the City Manager, correspondence to Director, etc.

Reviews and establishes department performance goals with managers.

Analyzes work procedures and recommends changes for more effective operations.

May represent the department/division to outside agencies and work with them on projects.

May be assigned to supervise a technical work program or section, or other functional unit in the agency.

May be assigned to perform specific technical tasks reporting directly to the agency head, or to coordinate technical activities or projects involving more than one work program or section.

May draft or review drafts of legislation affecting the agency's activities or responsibilities.

Perform other tasks related to the management of assigned programs, policies and procedures as needed.

Required Education and Experience

TRANSCRIPTS MUST BE ATTACHED OR APPLICATION WILL BE REJECTED

Civil Service Rule 10, Section 2: At least one-half of the required work experience must have taken place within the five years immediately preceding the examination, unless specified otherwise on the announcement.

Internal:

* Two years of experience with the City of Cincinnati in administrative support work described belowandhave an Associate’s degree or a minimum of 60 semester credit hours from an accredited college or university. One additional year of experience may substitute for up to half of the educational requirement.

* One year of experience with the City of Cincinnati (or have completed probation) in a classification listed as transfer-eligible for this position under CODE contract Appendix A-1.

External:

* Two years of experience in administrative support work such as

- Planning, prioritizing, and coordinating work

- Communicating with supervisors, peers, or subordinates

- Managing and training employees

- Collecting and analyzing data or information

- Applying rules, policies, and procedures

- Working with computers and computer systems

- Other administrative support duties

ANDan Associate’s degree or a minimum of 60 semester credit hours from an accredited college or university.

OTHER REQUIREMENTS

Possession of a valid Driver's License is required.

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.

Human Resources Contact: Jerrold Ware; [email protected]

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

By completing this supplemental evaluation you are attesting that the information you have provided is accurate. Any information you provide may be reviewed by the Human Resources staff and hiring department(s). Any misstatements or falsification of information may eliminate you from consideration or may result in dismissal. "See resume" is not an acceptable answer to the questions. The Human Resources staff will verify that you meet the minimum qualifications as outlined in the job posting, based on the information provided in your application and in these answers. Please indicate you have read and agree with this information.

+ Yes, I understand and agree

02

Do you understand the following: Civil Service Rule 10, Section 2: At least one-half of the required work experience must have taken place within the five years immediately preceding the examination, unless specified otherwise on the announcement.

+ Yes

+ No

03

Do you have three years of experience as an Administrative Specialist, Assistant Supervisor of Customer Service, Contract Compliance Specialist, Emergency Services Dispatch Supervisor, Management Analyst, or equivalent classification, with the City of Cincinnati and have successfully completed 60 semester credit hours in any combination of the following course areas: English composition, business law, economics, finance, human resources, psychology, sociology, business administration, public administration, information processing, accounting, or a related field;

+ Yes

+ No

04

Do you have two years of experience as an Administrative Specialist, Assistant Supervisor of Customer Service, Contract Compliance Specialist, Emergency Services Dispatch Supervisor, Management Analyst, or equivalent classification with the City of Cincinnati and a Bachelor's degree.

+ Yes

+ No

05

Do you have two years of experience in administrative support work such as: - Planning, prioritizing, and coordinating work - Communicating with supervisors, peers, or subordinates - Managing and training employees - Collecting and analyzing data or information - Applying rules, policies, and procedures - Working with computers and computer systems - Other administrative support duties, AND an Associate’s degree or a minimum of 60 semester credit hours from an accredited college or university.

+ Yes

+ No

06

Do you understand transcripts must be attached or application will be rejected?

+ Yes

+ No

07

Did you attach your transcript?

+ Yes

+ No

08

Do you understand Unofficial/Official transcripts that do not have the University Logo; Unofficial/Official transcripts copied and pasted into a WORD document will be rejected ?

+ Yes

+ No

09

Do you have a valid drivers license?

+ Yes

+ No

10

What is your CHRIS ID number?

11

Do you understand notifications regarding this position will be sent via email, therefore, it is your responsibility to check your personal email, GovernmentJobs mailbox, SPAM, JUNK, and CLUTTER FOLDERS for any and all communication sent regarding this position ?

+ Yes

+ No

12

I understand I am responsible for maintaining the accuracy of my contact information, including my street address, email address, and telephone numbers. My failure to maintain accurate contact information may result in me not receiving information regarding this job announcement and/or may result in me not receiving further consideration for this employment opportunity. To update this information, visit www.governmentjobs.com, click on the "career seekers" link, and follow the prompts. For technical difficulties, contact NEOGOV support at 855-524-5627.

+ Yes, I understand and agree

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