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Administrative Specialist

Performs responsible office support work and a variety of administrative and/or analytical tasks associated with various division or public safety department (including Police Ombudsman) programs, policies, and procedures.

Examples of Work

  • Assumes responsibility for various administrative details; establishes, coordinates, and maintains effective office procedures and efficient work flows; designs forms; implements established policies and procedures.
  • Establishes and maintains harmonious working relationships with supervisors, coworkers, and the public.
  • Serves as City representative in many contacts with both the public and other employees; disseminates to staff new policies and procedures established by management.
  • Develops, implements, and communicates strategies to achieve compliance with policies and recommendations of internal departments and external agencies.
  • Independently meets the public; answers inquiries requiring knowledge of City policies, procedures, and activities, or directs them to proper departments. Receives and assists visitors and telephone callers and refers them to appropriate person as circumstances warrant.
  • May serve as recorder of minutes with responsibility for transcription and distribution to participants. Transcribes from machine dictation. Types and edits material from longhand or rough copy.
  • Schedules appointments and maintains calendar. Makes arrangements for and coordinates conferences and meetings. Arranges business itineraries and coordinates travel requirements.
  • Takes action authorized during a director or public safety department head's absence, and uses initiative and judgment to see that matters requiring attention are referred to delegated authority or handled in a manner so as to minimize the effects of the absence.
  • Maintains filing and records management systems, processes a variety of contracts, vouchers, travel forms, invoices, and other office flow procedures.
  • Sorts, reads, and annotates incoming mail and documents and attaches appropriate files to facilitate necessary action; determines routing, signatures required, and maintains follow up. Composes correspondence and reports for division director or public safety department head signature when required.
  • Selects and/or makes recommendations for purchase of supplies and equipment; assists budget preparation and maintains budget and expense account records, financial records, and payroll records.
  • Performs related work as required.

Minimum Qualifications

Open Entry Requirements:
(Open-entry applicants must meet all requirements when they apply.)

  • Education: A Bachelor's degree from an accredited four-year college or university with major coursework in business or public administration or other field related to the listed duties.
  • Experience: Six months of professional experience that emphasized executive-level administrative support.
  • Substitution: An equivalent combination of education, training and/or experience may also be qualifying.

NOTE: Selection of a Senior Administrative Assistant, Rule V, Section 5, Rules of the Civil Service Commission, applies.

Examination Details

Applicants must meet the minimum qualifications and pass the examination for this position to be eligible for hire. The examination will consist of a Supplemental Questionnaire and a Written Test, with weights assigned as follows:

Supplemental Questionnaire: 30%
Written Test: 70%

Supplemental Questionnaire Details

The Supplemental Questionnaire is designed to evaluate the relevance, level, and quality of the applicant's education and training as well as any other information deemed important to performing the duties of the position. 

Important: The Supplemental Questionnaire is part of the Civil Service examination for this position. The Supplemental Questionnaire needs to be completed online and submitted as part of the application. The questions may be viewed online in the tab marked "QUESTIONS" on the job announcement.

Note:

  • Responses should be consistent with the information on your application and are subject to verification.
  • Changes or corrections to your responses cannot be made once your application packet has been submitted. Duplicate applications will be disqualified.
  • Failure to complete all of the questions will result in a lower score; therefore, it is advantageous for you to provide a full and complete response to each supplemental question.
  • Resumes or questionnaires uploaded as attachments to the application will not be accepted in lieu of completing each question online.

Written Test Details

Self-schedule written test date and time: Upon passing the Supplemental Questionnaire, you will receive an email with complete instructions to self-schedule the written test session you would like to attend. Multiple sessions may be made available and are filled on a first come, first served basis.

Written testing will be conducted in the Civil Service Test Room (4th floor, City Hall) during the week of December 9, 2019.  Standard start times are 9 a.m. or 1 p.m. The approximate duration of the test is 2 hours.

The written test may include such subjects as:

  • Clerical
  • Computer Skills
  • Customer Service & Interpersonal Skills
  • Mathematical Reasoning
  • Oral & Written Communication
  • Problem Solving & Decision Making
  • Reading

Qualified applicants are encouraged to apply immediately. All applicants must complete and submit a City of Spokane employment application online by 11:59 p.m. on the filing cut-off date.

Upon request, at time of application, the City will provide alternative accessible tests to individuals with disabilities that impair manual, sensory or speaking skills needed to take the test, unless the test is intended to measure those skills.

We are an equal opportunity employer and value diversity within our organization. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, familial status, genetic information, veteran/military status, or disability status.

Administrative Specialist

Spokane, WA
Full Time

Published on 12-05-2019