Administrative Assistant I​/II

Description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

Under supervision (Administrative Assistant I) or general supervision (Administrative Assistant II), coordinate and perform a variety of administrative support work for a major City work unit, board, or commission; provide support for designated management and/or administrative staff; perform difficult and specialized office support, information gathering, information preparation, and public relations assignments; and perform related work as required.

Administrative Assistant I
This is the first working level in the Administrative Assistant class series. Incumbents perform a variety of specialized office and administrative support assignments. This level is distinguished from the next higher level of Administrative Assistant II by the scope of administrative support responsibilities performed at this level and often work with some guidance and direction from a higher level Administrative Assistant position.

Administrative Assistant II
This is the second working level in the Administrative Assistant class series. Incumbents have responsibility for providing primary administrative support for an assigned City work unit, service area, board, or commission. This level is distinguished from the next lower level of Administrative Assistant I, by having a broader scope of administrative support responsibilities performed and the fact that the positions are assigned primary support responsibilities for a major work unit, board, or commission.

It is distinguished from the Administrative Assistant III level by the fact that the Administrative III level has overall administrative support responsibilities for one of the large City Departments.

REPORTS TO
Administrative Assistant III, or equivalent, and the Department Head in the Department to which the position is assigned.

CLASSIFICATIONS SUPERVISED
This is not a supervisory classification.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Perform a variety of administrative support functions for an assigned City service area, board, or commission.
• Perform a variety of administrative support work for an assigned City management position(s); gather information and perform special projects; and perform fiscal support assignments.
• Perform public information and relations assignments, including receiving office visitors and telephone callers, and providing comprehensive information about Department policies, functions, and procedures; receive and handle public complaints; prepare and process requests for refunds to customers; mail out notices to the public; and forward technical questions to the appropriate department.
• Develop, prepare, create, and process activity reports, special reports, and forms; input data into computer records and generate reports; maintain online databases and operate a variety of office equipment; type or use a word processing program to prepare a variety of documents; proofread various documents; and maintain filing of all original documents.
• Develop information systems and prepare distributions of forms and public notices related to Department functions.
• Schedule tours and demonstrations at City facilities.
• Provide explanations of City codes and ordinances, as needed.
• Maintain permit, insurance, and contract data; prepare and draft contracts for signature, oversee the routing process, and verify insurance requirements.
• Prepare and distribute bills related to Department functions; maintain and update accounts receivable data; maintain chain of custodies and function codes to verify billing prices; maintain Department and/or work unit payroll information for submission to City Finance, as needed; and track staff time for grant projects.
• Prepare, process,…