Administrative Assistant

Administrative Assistant II

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

JOB SUMMARY The Administrative Assistant II coordinates activities and/or provides administrative support for an office which requires an understanding of complex processes, data, and/or operations of a department; creates and/or maintains associated documents and databases, arranges/coordinates meetings, special events; updates supervisor of critical issues/events; provides detailed responses to requests for information; reviews and updates administrative procedures; prepares and files required metrics and regulatory reports; and serves as administrative coordinator for annual budget process.

Performs complex administrative and clerical functions for the Department of Development Services, applying department policies, procedures, and established standards.

Provides administrative support to the Department Director and departmental staff, including scheduling meetings, maintaining calendars, preparing correspondence, arranging travel, and maintaining confidential records.

Provides administrative support for the Planning Board, Board of Adjustment, and Historic Preservation Commission, including coordinating and setting up meetings, distributing meeting materials, recording proceedings, preparing draft meeting minutes, and maintaining official board records.

Serves as a primary administrative point of contact for the department; receives and responds to inquiries, screens telephone calls, and routes matters to appropriate staff.

Composes routine correspondence and independently responds to correspondence involving established policies and procedures.

Maintains departmental paper and electronic records, including scanning, filing, updating master files, and ensuring the security and confidentiality of records.

Performs departmental financial and fiscal support functions, including coding and processing expenditures in accordance with established budgetary procedures, processing invoices and bills, recording financial transactions, monitoring expenditures, processing deposits, maintaining purchase orders, and assisting with budget preparation and reporting.

Collects, reviews, and submits employee timekeeping, leave, and attendance records and maintains related personnel records.

Orders supplies and forms, maintains inventory, and coordinates the maintenance and repair of office equipment.

Receives, logs, sorts, and distributes incoming mail and other departmental communications.

Collects, reviews, and summarizes data for departmental, periodic, and special reports.

Develops and maintains administrative procedures, instructions, guidelines, and schedules related to departmental office operations.

May supervise assigned office, seasonal, or temporary staff, including providing direction, scheduling work, and monitoring performance.

Exercises appropriate confidentiality and discretion in handling personnel, legal, financial, contractual, and other sensitive information.

Performs work at the assigned location during specified business hours.

Performs related additional duties as required and assigned.

Education and Experience:

• High School Diploma or equivalent
• Three (3) years of related experience
• Or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

• Knowledge of city programs, rules, and regulations.
• Knowledge of technical legal requirements relating to the assigned department or program such as property taxes, child support, delinquent tax administration, etc.
• Knowledge of business English, composition, grammar, spelling, punctuation, and arithmetic.
• Knowledge of purchasing and payment procedures.
• Knowledge of bookkeeping and budgetary principles and practices.
• Skill in typing to complete 60 wpm accurately and the ability to take sufficient notes at a meeting to prepare and accurate record of events.
• Ability to use a variety of hardware and software including but not limited to Microsoft Word, Excel, and Publisher as well as department specific systems.
• Ability to apply new developments in office practices and remain informed on the director's areas of responsibility to effectively communicate with people in contact with the director.
• Ability to engage in and coordinate functions that require administrative skills, the ability to interpret and explain programs to others, and successfully achieve objectives.
• Ability to establish and maintain effective working relationships with supervising personnel, co-workers, subordinates, representatives from all levels of government, civic organizations, business professionals and the public.
• Ability to project a positive, concerned image to the public.
• Ability to communicate effectively orally and in writing, including the ability to understand and follow complex written and oral directions.
• Ability to maintain confidentially sensitive files and records.