ADMINISTRATIVE ASSISTANT (PROVISIONAL)

Administrative Assistant

This is an important administrative position involving office management and liaison work requiring frequent exercise of independent judgment in planning and coordinating the non-technical activities of a department or major unit. Incumbents assist a department head or administrator in handling the details of the business office in order to free the administrator for planning, policy-making, programming and coordinating. Incumbents gather data for administrative studies and may make determinations/recommendations of methods for handling a wide variety of administrative problems. This position differs from Senior Administrative Assistant in that the duties of the latter position are concerned with the responsibility for the management of a complex business office and may also be responsible for decisions in a technical field subject to the approval of the head of the department. Routine duties for the Administrative Assistant are performed with general directions regarding objectives, policies and procedures. Supervision is received from the department head/administrator and incumbents exercised supervision over personnel assigned.

Typical work activities include: assisting department head/administrator in carrying out the details of a business office; reading incoming mail, conducting general correspondence and routing balance to proper official or unit; processing and following up various types of requests and claims; interviewing office callers, media, salesmen and others and furnishing general information about departmental functions and activities; coordinating and supervising the maintenance of departmental account-keeping records, personnel records and preparation of payrolls; supervising the requisitions, purchasing, receipt and inventory of departmental supplies and equipment and the processing of related records; assisting in the preparation of departmental budget, securing budget estimates, performing budget estimate studies and maintaining budget control; collecting and compiling data and statistics, preparing organizational workflow and efficiency studies and submitting recommendations for the improvement of procedures and solutions of administrative problems; maintaining contacts with units within the department, with other city departments, public and private agencies to assist in solving mutual problems, developing improved services and building good will; coordinating compliance with civil service job procedures, appointments, promotions and transfers; providing guidance and training for new employees in office procedures, routines and methods; monitoring departmental programs or projects and recommending adjustments when needed; maintaining and updating various departmental records to be used in carrying out the details of a business office; inputting data and information in word processor, personal computer etc.; performing related work as required.

Minimum qualifications include: promotional continuous and permanent status in any city department as an Assistant Collections Officer, Assistant Operations Supervisor, Associate Account Clerk, Associate Tax Clerk, Senior Tax Clerk, Legal Secretary, Principal Clerk, School Clerk, Senior Account Clerk, Senior Account Clerk-Typist, Senior Account Clerk-Stenographer, Senior Clerk, Senior Data Processing Equipment Operator, Senior Inventory Clerk, Senior Rate Clerk, Senior Typist, Senior Stenographer, Stenographic Secretary, Contract and Specifications Clerk, Chief Teller, Head Teller, Teller, Traffic Clerk, Traffic Agency Representative, and Traffic Record Technician, Water Service Adjustor for one year. Open Competitive (A) Bachelor's Degree from an accredited college or university and two years of full time office management experience in the field of accounting, public administration, personnel administration, financial management or a closely related field; one year of which must have been in a responsible administrative or supervisory capacity; OR, (B) Associates Degree from an accredited college, technical or business institute and four years of full time office management experience in the field of accounting, public administration, personnel administration, financial management or a closely related field; one year of which must have been in a responsible administrative or supervisory capacity; OR, (C) Graduation from High School, GED or Equivalency Diploma and six years of full time office management experience in the field of accounting, public administration, personnel administration, financial management or a closely related field; one year of which must have been in a responsible administrative or supervisory capacity; OR, (D) An equivalent combination as defined within the limits of A, B and C. Note: Verifiable part-time experience will be pro-rated to meet full time experience requirements. Proof of education must be presented at time of appointment.

The City of Buffalo is an equal opportunity employer.