Administrative Leader: Clerical & Office Operations

Job Summary

Under immediate supervision, the employee is responsible for performing a variety of secretarial and clerical duties in an office environment. The role may exercise supervisory functions. Annual salary is based on a 2,080 hour work year; actual compensation is based on the number of hours worked.

• Administrative Associate (salary range: $37,926.72 - $39,458.90)
• Administrative Assistant I (salary range: $40,491.62 - $47,410.22)
• Administrative Assistant II (salary range: $42,375.58 - $52,106.86)
• Senior Administrative Assistant (salary range: $39,350.22 - $59,025.46)

Varies based upon assigned department.

Varies based upon assigned department.

Administrative Associate:

• Performs a variety of clerical duties, including maintaining personnel records and payroll, data entry, filing, distributing mail, answering telephones, and taking messages.
• Types and proofreads reports, letters, memos, flyers, and statistical charts.
• Responds to inquiries about department services and activities; assists visitors as necessary.
• May prepare payroll and associated transactions and assist in compiling and maintaining personnel records.
• Verifies and reviews correspondence for conformance with established policies and procedures.
• Orders and maintains inventory of office supplies.
• Prepares routine reports and correspondence.
• Orders supplies and equipment; maintains petty cash fund.
• Issues permits and collects associated fees.
• Department Specific:
  • Department of Human Services – staff at Senior Centers – unloads and sorts food commodities from pallets; assembles food boxes and packages for distribution, requiring lifting up to 25 pounds.

Administrative Assistant I:

• Assists with monitoring and reviewing expenditures; provides information to staff for budget preparation.
• Maintains calendars and schedules activities, meetings, and events.
• Coordinates activities with other City departments, outside agencies, and the public.
• Assists in initiating personnel requisitions, monitors overtime and attendance records, and assists in monitoring employee payrolls.
• Department Specific:
  • Department of Human Services – staff at Senior Centers – unloads and sorts food commodities from pallets; assembles food boxes and packages for distribution, requiring lifting up to 25 pounds.
  • Office of the City Clerk – physical requirements include occasional lifting up to 50 pounds, visual acuity, speech and hearing; hand and eye coordination; manual dexterity to operate a computer keyboard and basic office equipment; subject to sitting, standing, reaching, walking, twisting, and kneeling.

Administrative Assistant II:

• Assists in providing a variety of responsible duties involved in coordinating the administrative operations of the department or division.
• Assists in formulation of policies and procedures; ensures compliance with City and department rules.
• Assists in coordinating administrative personnel functions; initiates personnel requisitions; monitors overtime and attendance; assists in payroll preparation.
• May oversee operations of a warehouse, including inventory control, purchasing materials and tools, and ensuring inventory procedures.
• May supervise clerical and administrative staff in general office operations.

Senior Administrative Assistant:

• Provides lead supervision over technical and clerical staff; coordinates and supervises work assignments; monitors day‑to‑day operations.
• Directs office support personnel; prioritizes and coordinates work assignments; reviews work for accuracy.
• Coordinates administrative personnel functions; initiates personnel requisitions; assists in interviews; assists supervisors in disciplinary documentation; oversees employee payroll administration.
• Interprets City policies, procedures, laws, and regulations; refers inquiries as appropriate.
• Assists in department budget preparation; reviews and monitors expenditures; audits petty cash; processes accounts payable.
• Coordinates travel arrangements; processes travel vouchers and authorizations.

All Positions:

• May organize and maintain filing systems and maintain records related to the area of assignment.
• May research, compile, and analyze…