SC Metro | Administrative Maintenance Specialist II

Administrative Maintenance Specialist II

Definition:

Under direction, an Administrative Maintenance Specialist II performs technical administrative and accounting duties to support  the Maintenance Department  which includes Fleet and Facilities administrative, financial, and operational functions, programs, and processes; researches, organizes, verifies, analyzes, and summarizes data from a variety of sources; reviews documents and data for compliance with program requirements; prepares detailed reports; prepares budget proposals and monitors budget and funding allocations and expenditures; develops and implements administrative systems and procedures; administers financial record-keeping program; coordinates projects; and performs related work as required.

Distinguishing characteristics:

Administrative Maintenance Specialist II is an advanced level class in the series, responsible for performing the full scope of Administrative Maintenance Specialist I, as well as the more complex work requiring in-depth knowledge An incumbent in this class performs technical administrative and accounting duties that require substantial interpretation and application of laws, regulations, and/or specialized departmental and/or program policies and procedures.

This class is distinguished from the lower-level class because an incumbent in this class performs advanced-level clerical rather than technical, administrative duties.

Examples of duties and responsibilities:

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.
• Performs accounts payable duties; reviews and matches account documents such as invoices, reports, and purchase orders, to support payment and reconcile discrepancies; reviews contracts, accounts, statements, or payments to confirm payment status, terms, pricing, and scope of work; routes payment documents for approval/; submits approved documents for payment.
• Researches, analyzes, and compiles data and prepares budget proposals; forecasts future financial trends or market conditions using historical data, quantitative models, financial modeling, financial plans, and strategies for the department to achieve their goals; prepares estimates for supply and equipment requirements for budgetary purposes.
• Assists in controlling budget account ledgers by tracking budget accounts and balances, monitoring expenditures compared to budget allowances, and notifying management if over-budget; reconciles transactions and account balances to Finance reports.
• Administers a departmental financial record-keeping program; posts information to automated ledgers, account books, and accounting worksheets; reconciles manual records to computer-generated reports.
• Researches, identifies, and evaluates potential suppliers and alternative sourcing opportunities; develops and maintains relationships with suppliers; requests and evaluates quotes and proposals; negotiates prices and terms; resolves payment disputes and discrepancies.
• Request to purchase goods and services compliance with SC Metro procurement policies; monitors and tracks order status; ensures products and services meet required standards and specifications; maintains inventory of goods.
• Develops, maintains, and updates administrative systems and procedures; conducts studies to analyze existing administrative workflows, identify areas for improvement, and determine the feasibility of modifying administrative systems and procedures to inform decision-making and strategic planning, as well as to ensure compliance and optimize efficiencies, cost-effectiveness, and quality.
• Designs and develops measurement tools or techniques to assess needs, services, and program effectiveness; develops questionnaires and forms to gather, organize, and tabulate data and information; investigates, studies, and composes reports pertaining to operating procedures and administrative problems.
• Performs technical research related to financial and administrative activities; extracts, compiles, and interprets data from various sources for reports, recommendations, policies, special projects, and other documents; makes computations and prepares statistical summaries and reports.
• Monitors key performance indicators (KPIs) and recommends adjustments to improve outcomes; implements corrective actions when necessary.
• Coordinates and supports special projects, including conducting research, scheduling, procuring resources, and implementation tracking.
• Prepares, monitors, and processes a variety of transactional documents, including purchase requisitions, budget requests and transfers, expenditure claims, and personnel/ actions.
• Composes and prepares complex department memos, letters, correspondence, request for proposals (RFPs), contracts, grants, and/or reports.
• Classifies correspondence, reports, documents, , and other material in accordance with established index systems; maintains complex files and record-keeping systems; reviews dated files to purge or combine materials.
• Provides input regarding the design, organization, retrieval, and reporting functions for information management systems; participates in testing system updates and setting up system workflows.
• Acts as a point of contact; receives, reviews, and processes requests and complaints from other departments, members of the public, and other agencies; provides information and explains policies to staff and other agencies; researches information and prepares draft responses for management review and approval.
• Develops and delivers technical information training to various staff on accounts payable, budget tracking, and administrative procedures.
• Attends and participates in meetings, takes minutes, and follows up on assigned tasks or deliverables.
• Performs other technical duties in support of departmental administrative functions including Administrative Maintenance.
• Adapt quickly to changing priorities and provide cross-functional coverage during absences or periods of high demand.
• Provides technical training and day-to-day guidance to staff, interns, or temporary employees performing administrative and accounting support functions; develops desk procedures and ensures consistent application of departmental processes
• Operates standard office equipment; utilizes standard business computer software in performing tasks.
• Assists in implementing and maintaining department systems. Ensures information accuracy, researches discrepancies, and records data. Collaborates with the IT department and external vendors on system upgrades, integrations, and issue resolution to enhance the maintenance systems.
• May utilize specialized Santa Cruz METRO software.
• May Drive a Santa Cruz METRO vehicle to perform assignments.
• Performs related duties and assumes related responsibilities as required, including any administrative tasks not specifically listed but within the general scope of the classification to support departmental operations. Act as a point of contact between departments or external agencies.
• Participate in meetings, take minutes and follow on assigned tasks or deliverables.

Employment standards:

Knowledge of:

• Technical principles, practices, and procedures common to public administration, including budgeting, accounting, records management, purchasing, and the use of technology.
• Basic and regulations applicable to the area of assignment.
• Principles and practices of technical accounting and advanced bookkeeping, including the processing of accounts payable and transactions and documents.
• Manual and automated record-keeping and filing systems.
• Advanced methods of maintaining information in computerized or hard copy files.
• Advanced administrative and office practices, procedures, and equipment, including the use of manual and automated information systems and maintaining information in computerized or hard copy files.
• Technical processes pertaining to accounting, purchasing, and data maintenance.
• Advanced business correspondence, formatting, and report writing.      
• Technical methods of researching, gathering, organizing, conducting basic analysis, and reporting data.
• Advanced methods of prioritizing, planning, and organizing work.
• Advanced time management techniques.
• Advanced customer service techniques.
• Intermediate mathematics, including percentages and intermediate statistics.
• Advanced telephone techniques and etiquette.
• The effective use of modern office equipment, personal computers, and standard business software.

Ability to:

• Evaluate, interpret, and apply policies, regulations, and requirements as they apply to technical administrative and accounting activities.
• Interpret and apply policies, procedures, and Federal, State and local regulations to comply with program or project reporting requirements, public outreach, and organize data into functional reports.
• Coordinate and perform technical administrative and accounting activities in a manner that complies with applicable laws, regulations, and policies.
• Check, balance, and reconcile accounting documents; process accounts payable and
• Apply control procedures pertaining to the maintenance of budgetary accounts.
• Investigate and document administrative, accounting, operational, and programmatic problems.
• Create and use computerized spreadsheets, databases, and software to track financial information and automate calculations.
• Work independently using good judgment, tact, and discretion.
• Review and screen documents for minimum qualifications or other requirements.
• Review and edit documents for proper grammar, punctuation, and spelling.
• Maintain confidentiality of materials, records, files, and other privileged information
• Maintain records and control systems with accuracy and attention to detail.
• Adhere to established work schedules and timelines.
• Maintain a calm demeanor in stressful situations.
• Balance multiple assignments simultaneously and effectively.
• Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
• Communicate clearly and effectively in both oral and written form.
• Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public.

Minimum qualifications:

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:

One (1) year certificate of proficiency from an accredited college including 12 units in accounting, industrial relations, business administration, public administration, or a comparable field of coursework

AND

Three (3) years of responsible administrative experience performing program monitoring and reporting, technical bookkeeping, financial recordkeeping, and/or accounts payable and receivable work, preferably in a public agency. 

Experience in a public agency is desirable. 

Licenses and certificates:

Physical and mental demands:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this job, the employee is frequently required to reach with hands and arms; walk, sit and stand; use finger dexterity; talk and hear, and use a keyboard. Work often requires stooping at the waist and the repetitive use of both hands to grasp and feel objects. Work may require lifting up to 20 pounds unaided.   Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth. 

Mental Demands:

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; solves problems; uses math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment::

The employee typically works in a standard office environment where the noise level is moderate.

Other conditions of employment:

• Must pass requisite background check.
• May occasionally work extended hours or hours outside of the regular schedule.

^*Adopted: 01-23-26

^*BOD Approved: 01-23-26

^*Revised: 00-00-000

^*Job Family: Administrative Maintenance Specialist

^*Job Series: Administrative

^*Job Series Level: Advanced

^*Confidential: No