Administrative Maintenance Specialist II

Salary Range

$36.48 - $51.22

This is a great time to join Santa Cruz METRO!

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.

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, accounti