Administrative Assistant

Overview

Under general supervision of a Department Head or Division Manager, performs a wide variety of responsible and complex and routine administrative duties in support of Department operations; provides considerable information and assistance to the public, management staff and other employees; relieves assigned Department Head/Division Manager of administrative duties. Employees at this level possess specialized knowledge of Department programs, functions and services.

This position will be based within the City Clerk's Office.

The Administrative Assistant is expected to provide a high level of administrative support to the assigned Department Head/Division Manager. The primary focus of the Administrative Assistant is to understand Department operations; organize and disseminate information to City personnel, the general public, contractors and vendors. The Administrative Assistant is distinguished from a secretary by the performance of more varied and detailed administrative duties.

The Administrative Assistant is distinguished from the Executive Assistant by the sensitivity and level of interpersonal contact required of the Executive Assistant. The Administrative Assistant is distinguished from the Management Analyst by the performance of more routine administrative work and more basic research and less responsibility for program management.

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions consistent with business needs and position qualifications.

• Participate in and assist with the administration of the assigned department; coordinate all office activities associated with the department; relieve Department Head from a variety of administrative details.
• Serve as initial contact and resource person for the assigned department; screen calls, visitors and mail; exercises judgment when responding to complaints and requests for information and assistance; research questions to provide accurate information; ensure follow up to unanswered inquiries.
• Type, format and proofread a wide variety of reports, letters, memoranda and statistical charts; compose from rough draft, verbal instruction or transcription machine recording; review drafts for punctuation, spelling and grammar.
• Research, collect and compile information from various sources in support of Department operations and prepare reports.
• Independently compose letters, memoranda or basic reports from general instructions or information related to assigned responsibilities.
• Manage office support functions; prioritize and coordinate work assignments; review department work for accuracy.
• Apply specialized knowledge of rules, regulations and procedures in keeping records; initiate and maintain a variety of files and records for information related to the assigned department to assist in the administration of departmental programs; ensure proper filing of documents in department and central files.
• Participate in budget preparation; assist in monitoring expenses and/or revenues relative to budget; prepare check requests and purchase requisitions; prepare worksheets, charts, graphs and tables from data and make arithmetical calculations.
• Assist in a variety of department operations; monitor contracts and perform special projects and assignments as requested.
• Order and maintain office and other supplies and other equipment; track supply deliveries and inventory and monitor usage.
• Maintain calendars of department activities, meetings and various events; schedule meetings between City staff and/or other groups and organizations; arrange for necessary materials to be available for meetings.
• May serve as secretary to various commissions, committees and task forces; prepare meeting agendas and related materials, minutes, resolutions, or other formal documents.
• Establish, maintain and foster positive and harmonious working relationships with City staff and all those contacted in the course of work.
• Provide assistance to other departments as needed.
• Perform related duties as assigned.

Knowledge of:
Operations, rules, policies, activities and procedures of assigned Department.
Office administration practices and procedures.
Basic practices and principles of data collection and report preparation.
Word Processing methods, techniques and programs.
Principles of business letter writing: proper English, spelling, grammar, and punctuation use.
Principles and procedures of record keeping.
Functions and organization of City government.
Techniques for providing a high level of customer service.

Ability to: Plan, organize and prioritize workflow in order to meet deadlines and adjust to changing priorities.
Understand the organization and operations of the assigned Department to successfully complete assigned responsibilities.
Use tact and discretion in dealing with sensitive situations
Provide a high…