Job Details

Admisitrative Specialist

  2022-01-20     Santa Cruz Metro     110 Vernon St.     $26.37 - $33.65 hour  

Salaries are on a six-step salary range schedule with 5% increases yearly.
Typical placement on this position is made at the first step of the salary range. Upon successful
completion of probation, the second step shall be paid.

Under general supervision, an Administrative Specialist performs technical, administrative duties to support complex administrative or operational activities; researches, gathers, organizes and prepares data; reviews documents and data for compliance with program requirements; maintains complex files, records, reports, correspondence and other documents; prepares detailed reports regarding budgetary and funding allocations and expenditures; and performs related work as required.

 Characteristics and Example of Duties:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Reviews a wide variety of documents and data including records, forms, correspondence, agreements, grants, contracts, operating plans, program audits, progress reports, service reports, and files, for accuracy, completeness, and compliance with program policies, procedures, and requirements.
  • Assists in controlling budget account ledgers; assists in researching, compiling, and preparing budget proposals; prepares estimates for supply and equipment requirements for budgetary purposes.
  • Develops, maintains, and updates administrative procedures; classifies correspondence, reports, documents, publications, and other material in accordance with established index systems; reviews dated files to purge or combine materials; updates index and cross reference files.
  • Provides input regarding the design, organization, retrieval, and reporting functions for information management systems; conducts studies to determine the feasibility of modifying administrative systems and procedures to improve efficiencies of automated records processing.
  • Collects, compiles, and organizes data for reports, recommendations, policies, and special projects for State and Federal agencies, as well as the public; collects, assembles, and interprets data related to project and program operations.
  • Prepares, monitors, and processes a variety of transactional documents, including purchase requisitions, budget requests and transfers, expenditure claims, and personnel/payroll actions.
  • Composes and prepares correspondence and reports; prepares detailed narrative, oral, statistical and graphic reports; provides information and explains policies to staff and other agencies; researches and prepares responses as directed; maintain complex files and record-keeping systems.
  • Receives, reviews, and processes requests and complaints from other departments, members of the public, and other agencies; researches information to assist management in formulating a response.
  • Conducts, tracks, and monitors technical, administrative studies and projects concerning Santa Cruz METRO policies, procedures, programs, or grants; assists in planning, implementing, and evaluating administrative tools and opportunities for process improvement; makes recommendations on proposed methods and procedures.
  • Designs and develops measurement tools or techniques to assess needs, services, and program effectiveness; develop questionnaires and forms to gather, organize, and tabulate data and information; investigates, studies, and composes reports pertaining to operating procedures and administrative problems.
  • Operates standard office equipment; utilizes standard business computer software in performing job tasks.
  • May utilize specialized Santa Cruz METRO software.
  • Drive a Santa Cruz METRO vehicle to perform assignments.
  • This position will provide support to the METRO Advisory Committee (MAC) and the METRO Ad-Hoc Committee.  Interact with Board Members, MAC members and the public.  Manage the selection process for vacant seats on the committees.  Prepare staff reports relating to MAC, as needed.  Manage logistical arrangements for the meetings (in person or via teleconference).  Comply with Brown Act legal standards.  MAC meetings are held in the evenings after business hours once a quarter.
  • Performs related work as required


Minimum Qualifications and Other Conditions of Employment:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 
Education, Training, and Experience:
Two (2) years course work from an accredited college in industrial relations, public administration, business administration, or a related field.
Three (3) years of responsible administrative experience performing program monitoring and reporting, including responsibility for complex records retention and filing. 
Experience in a public agency is desirable. 

A valid California Driver's License will be required at the time of appointment and throughout employment.
Must be able to obtain and maintain a current, valid California Class "C" Driver's License.

APPLICANT PROCESS:  Applicants must complete and submit an official Santa Cruz METRO on-line application and any other required documents specified on the job announcement from our website,  A separate application must be filled for each open position.  Resumes will be accepted and are recommended but may not be substituted for the required application.  The standards and minimum requirements as stated on the front of this job announcement represent only the minimum required to file an application.  Meeting the listed standards does not guarantee that a candidate will be invited for an examination or interview as the Human Resources Department reserves the right to limit the number of candidates to the most qualified for the position as determined by the Santa Cruz METRO staff.  Certification of candidates from the Eligible List to the hiring department may be made each time there is a vacancy.  Santa Cruz METRO is an Equal Employment Opportunity/Affirmative Action Employer.   Santa Cruz METRO will make reasonable efforts in the examination process to accommodate persons with disabilities.  Please advise Human Resources in advance of any special needs by calling 831-420-2542.
 EMPLOYMENT/MEDICAL VERIFICATION:  A medical examination paid by Santa Cruz METRO may be required of each prospective employee depending on position.  The candidate's physical condition must be consistent with the requirement of the job duties to be performed.  Candidates are cautioned that offers of employment are conditional and subject to the satisfactory completion of the medical examination where required, reference check, fingerprints, and other aspects of the employment process.  Candidates offered employment are required to sign a loyalty oath to the State of California. Proof of American Citizenship or authorization to work in the United States will be required.
 SELECTION PROCESS:  The selection process may include one or more of the following:  application review, application assessment, performance test, written test and/or oral interview examination.  The employment application, qualifying information questions and/or supplemental questions will be evaluated based on the employment standards and minimum qualifications listed above.
 NOTE: All statements made on the application are subject to verification and investigation.  False statements will be cause for disqualification, removal from the Eligible List, and/or discharge from employment.

 The following dates are tentative and subject to change based on the needs of the company. All applicants will be notified electronically via email as to their status in the selection process. It is the responsibility of the applicant to ensure they can receive emails. 

Applications deadline   02/03/2022
Testing dates                 Week of February 7, 2022
Interview dates             Week of February 14, 2022
Hire date:                     Beginning of March 2022

 Distinguishing Characteristics:

Administrative Specialist is an advanced level class in the series.  An incumbent in this class performs technical, administrative duties that require substantial interpretation and application of laws, regulations and/or specialized departmental, and/or program policies. Develop administer, maintain and adhere to Santa Cruz METRO's travel principles and policy for each Employee, Board of Director, and external candidate traveler and communicates with business event sponsors and organizations in arranging complex travel.  This class is distinguished from the lower-level class of Administrative Assistant because an incumbent in the latter class performs advanced-level clerical rather than technical, administrative duties. This class is also distinguished from the higher-level class of Administrative Supervisor as an incumbent in the latter class supervises the work of subordinate clerical and/or technical administrative staff.  

Do not contact this company in solicitation of any product or service.

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