Administrative Assistant III

Incumbents in this classification have assigned responsibilities and duties which involve working with or access to materials and documents relating to labor relations that conflict or can be perceived to conflict with membership in a recognized bargaining unit of the City of Omaha except the bargaining unit which represents this group of employees. This is responsible secretarial and general office work which may include recording and transcribing dictation of an advanced, technical or legal nature, scheduling appointments, coordinating meetings for a superior, independently composing responses to correspondence, and/or acting as recording secretary to a board.

Incumbents in this classification may also have significant supervisory responsibilities over a group of clerical employees.

ESSENTIAL FUNCTIONS: (Any one position may not perform all the duties listed, nor do the listed examples include all the duties that may be performed in positions allocated to this class.)

Records and transcribes dictation consisting of correspondence, articles, reports, memoranda, opinions, briefs, minutes, statements, and other materials requiring knowledge of technical terminology and use of independent action and discretion on problems encountered.

Types and composes forms, correspondence and other documents requiring advanced knowledge of technical terminology and use of independent action and discretion on problems encountered.

Provides secretarial assistance to a board, including coordinating, scheduling, preparing and distributing agendas of meetings, recording and transcribing meeting minutes, and forwarding copies of pertinent documents to board members.

Maintains the supervisor’s calendar (electronically or manually), including scheduling, coordinating, and canceling meetings. Also prepares and distributes meeting agendas and materials.

Responds to individuals seeking information regarding departmental operations, independently answering complaints or questions or records information and forwards to appropriate personnel. Composes and types responses when required.

Provides final proof of typed documents for accuracy, spelling, punctuation, and grammar.

Opens, sorts, and distributes incoming mail. Organizes and prioritizes supervisor’s mail and composes replies independently. Routes mail not requiring the supervisor’s attention to the appropriate personnel.

Maintains a complex filing system of correspondence, vouchers, requisitions, financial and statistical information, and other records.

Prepares complex administrative records and reports from a variety of materials involving knowledge of departmental practices and procedures and the use of difficult technical terminology.

Performs supervisory duties, including scheduling, assigning and overseeing work, and training other clerical employees.

Maintains regular job attendance in accordance with a schedule established for the position by the supervisor.

Performs other related duties as assigned or as the situation dictates within the scope of this classification.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of business English, spelling, punctuation, and grammar.

Knowledge of general office procedures, and standard clerical techniques, and standard office equipment.

Knowledge of departmental policies, rules, regulations, procedures, functions, and sources of information.

Knowledge of and ability to operate a computer or other technology using standard or customized computer or systems software applications appropriate to the assigned tasks.

Ability to learn and adapt to advances in computer and electronics device technology and software.

Ability to independently compose letters and memoranda and proofread documents for accuracy, spelling, punctuation, and grammar.

Ability to make decisions on the basis of policies, procedures, laws, and regulations and apply them to work problems.

Ability to prioritize multiple responsibilities while meeting stringent deadlines.

Ability to analyze systems and implement solutions.

Ability to quickly and accurately perform basic mathematical computations, including addition, subtraction, multiplication, and division.

Ability to plan,…