Staff Specialist - Reichert House

City of Gainesville
Job Description
Salary 
$17.42 - $26.78 Hourly
Location 
Gainesville, FL
Job Type
Part-Time Regular
Department
POLICE
Job Number
09423
 
 
Closing
Continuous
Job Ad

Staff Specialist-Reichert House description image

The City of Gainesville/Reichert House Youth Academy is looking for an enthusiastic  qualified Staff Specialist to join our team.  We are looking for an enthusiastic, self-motivated, detail-oriented individual with superior organizational skills who can perform administrative and staff support work of a moderately-complex nature and will provide support to middle to upper middle level managers.

The Reichert House is a wrap-around development program designed for at-risk youth who are in need of assistance in making the transition from adolescence to adulthood. The program has three essential components which are school day engagement, afterschool care, and family involvement for community connections. The program places great emphasis on educational assistance, mentoring, character development, social and emotional learning, vocational training, recreation, civic awareness and employability skills.  The programs serves over 31 schools in the Alachua County School District and has been a leader for youth programming for over three decades in our community. The program has an elementary (3rd grade - 5th grade) located in the Sims building, middle school (6th grade - 8th grade) located in the Baxter building, and a high school (9th grade - 12th grade) located in the Jones building. Reichert House has a post-graduate program to continue our guidance and support of students beyond the age of 18.
 
Typical duties include:
  • Assisting supervisor with administration
  • Making travel arrangements and preparing itineraries for staff
  • Preparing and updating rosters, personnel reports and meeting minutes Maintaining organization in the office to sustain an efficient and effective operation tracking a variety of official documents relating to area of assignment
  • Providing excellent customer service to internal and external customers Processing and following up on customer service requests
  • Communicating policies, procedures, and other relevant information to internal and/or external customers
  • Facilitating completion of projects and events throughout the department
  • Daily attendance for program participants
  • Technical assistance with communication platforms such as social media and updating information on website 
To be considered for this positioncandidates must possess an: Associate degree from an accredited college with major coursework in Secretarial Science, Administrative Assistance or related field or equivalent vocational/technical training and possess 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 work and staff support 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.

Requires a valid Florida Driver License
 
This position requires the following tests: Typing, City of Gainesville Word and City of Gainesville Excel (TWE).  To schedule testing please contact CareerSource North Central Florida at 352-244-5156. ext. 7110 *PLEASE LISTEN TO THE ENTIRE MESSAGE FOR INSTRUCTIONS* or email Pam Cannon at pcannon@careersourcencfl.com she is the test administrator.
 
Passing score of over 35 wpm NET for Typing and passing score of Moderate Knowledge and above for Microsoft Word and Excel 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 by fax including a cover sheet and the first page of each test to 352-334-2055 by 5:00 pm on Thursday, February 11, 2021 to be considered for this position. You may also submit results to HR@cityofgainesville.org.
 
You will need to re-test if the tests you submitted are dated more than one year ago (before February 11, 2021) or if your current scores on file are not at or higher than 35 wpm NET for typing and an overall score of Moderate Knowledge or above for Microsoft Word and Excel. Call HR/OD at 352-334-5077 if you are unsure if your scores are still on file. 
 
** May fill multiple positions **
** May establish an eligibility list for future hiring. **
** May require additional assessments to fill the position. ** 
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 with major coursework in secretarial science, administrative assistance or related field 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 staff support 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 is required.
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.
Demonstrable proficiency in personal computers and relevant software.
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 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.
 
Contact Information