Administrative Assistant

general description

this is an internal job posting. Only current city of hamilton employees who are afscme 3169 members are eligible to apply. All other applicants will be rejected. the principal function of an employee in this class is to perform clerical and related administrative support work under limited supervision. The work will involve the performance of general office duties, including receiving and screening office visitors, answering and routing telephone calls, opening and distributing mail, entering data into a computer, maintaining files, word processing and related tasks.

The employee will also perform duties involving the compilation of report data, dispatching, preparing purchase orders and using the computerized purchase order system, using the computerized accounts payable system, making routine billings, balancing the cash register, developing spreadsheets and routine databases, monitoring expenditures, preparing original correspondence, compiling complex reports and/or financial data, performing some data analysis, supporting boards or commissions, preparing non‑routine billings, directing (but not supervising) most duties of other departmental clerical staff, providing training to other staff on departmental or divisional functions as directed, and preparing the payroll for a division or department with multiple union contracts.

The work is performed under the general direction and supervision of a department head, office manager or other supervisor but substantial leeway is granted for the exercise of independent judgment and initiative. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with supervisory personnel, other department employees, other city employees and the general public.

• serves as "lead" clerical staff person;
• performs high level office management functions for a division and/or department;
• greets, screens and directs visitors, telephone calls, faxes, mail and messages for office personnel;
• receives requests from the public for community, city and/or department-related information and provides such information or directs requests to other departmental staff, other city personnel and/or other community organizations;
• listens to and answers or directs complaints from the public relating to department or city operations to appropriate departmental or city personnel;
• dispatches departmental or other personnel in response to citizen calls or requests from other departmental or city personnel;
• interprets and applies departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines;
• manages processes and maintains files and records of correspondence, reports, department documents, charts, minutes and other materials as instructed. Makes complete and up-to-date files and records available to other office personnel quickly and/or routes related records in accordance with prescribed procedures or as requested;
• collects payments and fees and provides receipts as necessary;
• balances cash register;
• prepares accurate correspondence, memoranda, reports, department documents and agendas requested by the department head or other designated office personnel;
• prepares original correspondence as necessary;
• prepares agendas and provides other clerical support to departmental boards and/or commissions;
• analyzes and compiles statistical and/or financial data into reports as directed;
• copies, packages and distributes a variety of written materials as requested by the department head or other designated office personnel;
• enters data into computer relating to department records and documents;
• develops spreadsheets and routine databases as necessary;
• monitors divisional and/or departmental expenditures;
• prepares purchase orders and uses the computerized purchase order system as necessary;
• prepares routine and non‑routine billings as directed;
• uses the city's computerized accounts payable systems as necessary;
• prepares divisional payroll for divisions with multiple union contracts and/or object codes;
• provides some training to other staff on…