Administrative Support Assistant III

Description/Duties

An Administrative Support Assistant III provides highly‑skilled administrative support and office management responsibilities for executive or major administrative functions. While some positions in this class may supervise a clerical or paraprofessional staff, an Administrative Support Assistant III is characterized by responsibility for a variety of administrative activities to be met with minimal supervision, including making decisions on operating problems for a designated sphere of activity;

providing staff assistance to department managers; compiling data for administrative analysis; preparing summaries of data from complex records; analyzing records or systems to assist the supervisor with administrative tasks; interpreting policies and procedures; and serving as a representative of the supervisor in contact with other employees, officials, and the general public.

Responsibilities include meeting and giving information to the public in order to communicate departmental policies and procedures; using a variety of personal computer software such as word processing, data management, spreadsheet, and desktop publishing to produce documents in support of the department functions; proofing and editing work; rewriting materials to ensure clarity and good grammar; checking forms and other materials for accuracy and completeness;

creating and maintaining database systems; conducting research; resolving discrepancies in records and reports; compiling budget requests and other financial documents; coordinating municipal activities among departments or offices; coordinating the flow of paperwork between departments and divisions; entering payroll information into a PC; coding and processing personnel forms, invoices for payment, limited purchase orders, and petty cash vouchers; maintaining and/or coordinating calendars;

and making meeting, facility, and travel arrangements.

This class may also (by assignment) supervise lower-level administrative support staff; instruct staff regarding work procedures, assignments, and standards; monitor work in progress; evaluate performance; document decisions of advisory or policy board meetings; prepare and distribute information, agendas, packets, and other materials; and transcribe dictation from tape.

All employees of the City of Mesa are expected to uphold and exhibit the City's shared employee values of Knowledge, Respect, and Integrity.

• Graduation from high school or GED.
• Extensive (5+ years) experience in a secretarial/administrative support capacity, including considerable (3–5 years) office management experience.
• Minimum typing speed of 45 net words per minute (wpm); verified prior to employment.
• A designation as a Certified Professional Secretary (CPS) or a Certified Administrative Professional (CAP) by the International Association of Administrative Professionals (IAAP) is an acceptable substitute for all other education and experience.

• Computer software applications experience and advanced secretarial training and education.

(Use the "Apply for this Job" box below). Description s/Documents/Job Description s/

• Job code: EX-7B47F55B
• Job type:
  Full-time
• Location:
  
  Arizona
• Experience level:
  Advanced (5–10 years)
• Organization:
  City of Mesa