Administrative Assistant I

Position Definition

Administrative Assistant is a generic title. This position is generally assigned to a senior member of the management staff of the Town. Provides principal secretarial support in an office, generally to one individual, and, in some cases, also to the subordinate staff of that individual. Maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff.

Examples of Essential Job Duties:

• Performs varied clerical and secretarial duties requiring a knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.
• Handles differing situations, problems, and deviations in the work of the office according to the supervisor's general instructions, priorities, duties, policies, and program goals. Supervisor may assist secretary with special assignments. Duties include or are comparable to the following: screens telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures; determines which requests should be handled by appropriate staff member, or other offices.
• Transcribes notes and types various forms of correspondence, reports, etc.
• Responsible for the preparation of department payroll. May operate various machines including computer terminals.
• Schedules tentative appointments.
• Make arrangements for conferences and meetings and assembles established background materials, as directed.
• May attend meetings and record and report on the proceedings; reviews outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures; assures that proper clearances have been obtained when needed; collects information from the files or staff for routine inquiries on office program(s) or periodic reports.
• Refers nonroutine requests to supervisor or staff; explains to subordinate staff supervisor's requirements concerning office procedures.
• Coordinates personnel and administrative forms for the office and forwards for processing.
• Performs related work as required or directed.

Knowledge, Skills and Abilities:

Ability to transcribe and type material at a net speed of 40 words per minutes after deduction of errors; ability to successfully perform work of a detailed nature and avoid error; ability to adapt to fluctuating situation; ability to follow written and oral instructions; interpersonal skills and verbal facility necessary to deal fairly and effectively with associates and the public; ability to operate or be trained in the operation of office machines and computer terminals.

Minimum Qualifications Required:

A High School Diploma or an Equivalency Certificate and a minimum of five (5) years of responsible secretarial experience.