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Administrative Specialist

City of Syracuse

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Syracuse, NY, USA

Posted 6+ months ago

Administrative Specialist

City of Syracuse

3.5 out of 5

300 South State Street, Syracuse, NY 13202

$47,000 - $50,000 a year - Full-time

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Education

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Job details

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Pay

$47,000 - $50,000 a year

Job type

Full-time

Shift and schedule

8 hour shift

Location

300 South State Street, Syracuse, NY 13202

Benefits
Pulled from the full job description

401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance

Full job description

The City of Syracuse (Department of Neighborhood & Business Development) is currently looking for qualified candidates for the position of_ Administrative Specialist._

**Equal Opportunity Employer-Women & Minorities are strongly encouraged to apply.

City of Syracuse residency is required and must be maintained for employment.

The work involves responsibility for assisting the Deputy Commissioners in the Department of Neighborhood & Business Development (NBD) with the performance of a wide range of administrative duties. This is professional level work providing assistance in planning, coordinating or administering NBD programs. Work will include clerical and administrative duties to help the Department operate more efficiently. Assignments typically involve management of calendars/scheduling, maintaining and organizing files and departmental information, and assisting with research and other technical duties to support NBD’s programs and the staffing it provides to public authorities. Assist with informational materials and external communications work including drafting/editing and disseminating communications regarding NBD’s philosophy, goals, programs, and objectives – e.g. website postings, social media content, advertisements and other printed material to promote, publicize and clarify the department’s functions. The incumbent evaluates or assists in the evaluation of information materials to ensure these materials meet the informational needs of the public. Routine duties are performed in accordance with general directions and departmental objectives, policies and procedures, more complex assignments are discussed with a supervisor. Other related work activities will be performed as required. The incumbent works under general supervision of the Deputy Commissioners of Neighborhood and Business Development, each overseeing the divisions in NBD related to Neighborhood Development, Business Development, and Planning/Sustainability. When necessary, the position may require administrative support to ongoing initiatives led by the division heads within NBD.

TYPICAL WORK ACTIVITIES

Performs various administrative tasks such as answering phones, reading incoming mail and email, and either answering general inquiries directly or routing more specific or technical inquiries to the proper official or unit in a timely fashion; prepares written and oral reports; meets with departmental staff members to identify and define administrative difficulties, and makes recommendations for administrative improvements/efficiencies; maintains contacts with units within department and with other public and private agencies, and develops improved services and public relations; when assigned, may represent Deputy Commissioner(s) in attending meetings and conferences.

Supports the administration of NBD associated public authorities — the Syracuse Industrial Development Agency (SIDA), Syracuse Local Development Corporation (SLDC), Syracuse Urban Renewal Agency (SURA), Syracuse Economic Development Corporation (SEDCO), and the Syracuse Housing Trust Fund Corporation (SHTFC) — by posting all public notices, agendas, and other documents timely and taking official minutes at public meetings. Other responsibilities including invoicing/billing for financial fees, annual project reporting, etc.

Completes research assignments as directed, including review of agency records and other governmental and non-governmental sources for relevant textual and arithmetic data, and compilation of that data into a format which facilitates the evaluation of programs and services by a division head within NBD.

Assist with the creation of content and external communication materials for dissemination via multiple channels including the City’s website, social media sites, and email distribution of content. This includes handling replies orally or in writing to stakeholder inquiries for information about agency goals, objectives and programs.

Collects, assembles and compiles information on departmental activities; Compiles and maintains mailing lists for distribution of agency or department activities; Prepares exhibits and other public displays for presentations; Assists officials and staff in editing articles, speeches, and correspondence.

MINIMUM QUALIFICATIONS

Associates’ degree in public administration, business administration, communications, or other related field, or;
Three (3) years of paraprofessional or professional level work experience, or its part-time equivalent; or,
C. Three (3) years of clerical work experience which must have been in either a supervisory capacity or in a non-supervisory, advanced capacity, such as executive secretary to a department head, second-line supervisor, or administrator.

Excellent written and communication skills. Highly organized, detail oriented, and ability to multitask and apply critical thinking when needed in creative problem-solving scenarios.

Proficiency in Microsoft Office (Excel, Word, Teams, PowerPoint, Outlook) required. Experience with website publishing software and project management tools is preferred.

The City of Syracuse is an Equal Opportunity Employer. City residency is required.

The Affirmative Action Policy of the City of Syracuse is to provide equal employment opportunity for all individuals regardless of race, color, sex, religion, creed, age (18 and over), marital status, national origin, disability, veteran status, gender identity or gender expression, sexual or affectional preference or orientation, or any other classified group within the protected class. If you have a disability for which you wish special accommodation to be made, contact the Department of Personnel at One Park Place, 300 S. State St., 7th FL at 315-448-8780 or Personnel@syr.gov.

Job Type: Full-time

Pay: $47,000.00 - $50,000.00 per year

Benefits:

401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance

Schedule:

8 hour shift

Experience:

Customer service: 3 years (Preferred)

Ability to Relocate:

Syracuse, NY 13202: Relocate before starting work (Required)

Work Location: In person

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