Administrative Assistant

Job Description

Job Description

Job Description

The work involves responsibility for assisting department heads or program administrators in the performance of a wide range of administrative duties. Under the general supervision of an administrative superior, this is professional level work in providing assistance in planning, coordinating or administering a municipal program. The work may involve the performance of technical tasks of that particular program or may be responsible for the performance of administrative tasks freeing the executive officers of the department of routine details and allowing their concentration on matters of administration. The assignments may involve planning, program coordination and research duties, or any combination of duties that assist administrators in policy making. Routine duties are performed in accordance with general directions regarding objectives, policies and procedures of the office while more complex problems are discussed with a superior. Supervision may be exercised over subordinate professional, paraprofessional and clerical employees. Incumbents may be required to successfully pass a background check. Does related work as required.

Typical Work Activities

• Performs professional duties in the area of fiscal management. That is, may research and write the department's request and justification for additions, deletions and changes to the annual budget. May monitor department spending at regular intervals throughout the fiscal year to examine spending trends, assess department needs and problems, and recommend to administration appropriate solutions such as increase or decrease of monetary allocations, or the addition or deletion of staff positions.
• Performs professional duties in the area of personnel management. That is, recruits applicants for staff positions; interviews interested candidates; makes recommendations to administrative superior on the final selection of personnel; possible supervision of staff members, i.e. assigning work, monitoring progress and work product, and evaluating work performance
• Performs professional duties in the area of public information. That is, researches and writes news releases; interviews office callers, newspaper reporters, salespersons and others, to furnish general information about departmental functions and activities; replies orally or in writing to inquiries for information about agency goals, objectives and programs.
• Performs professional duties in the area of research. That is, gathers from agency records and other governmental and non-governmental sources, pre-existing, written, textural and arithmetic data, exists from that data appropriate portions, and assembles into a format which an administrator uses in ways such as evaluating program progress, identifying scope of services or client popularity reached, or in carrying out planned projects.
• Performs various other administrative tasks such as reading incoming mail, answering general correspondence and routing balance to proper official or unit; preparing written and oral reports; meeting with departmental staff members to identify and define administrative difficulties; maintaining contacts with units within department and with other public and private agencies to assist in solving mutual problems, develops improved services and public relations; when assigned, may represent department head in attending meetings and conferences.

Knowledge, Skills, and Abilities

• Good knowledge of office terminology, procedures and methods;
• Good knowledge of business arithmetic and English;
• Good knowledge of modern principles and practices of office and personnel management
• Good knowledge of the principles and modern practices of record keeping and budget control
• Good knowledge of the functions of local government and of the character of relationships between departments and between public and private agencies.
• Ability to organize, assign, coordinate, and review the work of subordinate employees.
• Ability to understand and carry out complex oral and written instructions.
• Ability to prepare correspondence and reports.
• Ability to present oral and written reports clearly and concisely.
• Ability to secure the cooperation of others.
• Ability to deal effectively with the public.

Minimum Qualifications

Promotion:

A. Two (2) years of permanent competitive class status in a third-level clerical or paraprofessional title
(as listed below):

Account Clerk 3
Account Clerk Typist 3
Administrative Aide
Administrative Analysis Aide (Social Services)
Assistant Home Economist
Clerk 3
Community Services Worker
Community Support Worker
Complaint Investigator
Contract Clerk
Control Clerk
Data Entry Supervisor
Employee Benefits Claims Clerk
Financial Aid Examiner
Income Maintenance Worker
Inventory Control Supervisor
Librarian Assistant
Library Clerk 3
Mail Room Supervisor
Medical Transcriptionist
Nutrition Assistant
Operations Librarian
Personnel Aide
Personnel Services Aide
Probation Assistant
Publications Aide
Record Clearance Supervisor
Recording Supervisor
Records Preservation Assistant
Research Aide
School Secretary 2
Social Services Examiner 1
Stenographer 3
Storekeeper
Support Enforcement Officer
Veterans Education Aide
Vocational Evaluation Assistant
Volunteer Services Supervisor
Workers Compensation Clerk
or,

B. Four (4) years of permanent competitive class status in a second level clerical title (as listed below):

Account Clerk 2
Account Clerk-Typist 2
Assessment Clerk
Assistant Employee Insurance Representative
Cashier
Clerk 2
Complaint Clerk
Employment Aide
Employment and Training Intake Worker 2
Employment Services Assistant
Library Clerk 2
Mail Room Clerk
Office Assistant II
Purchasing Clerk
Purchasing Contract Clerk
Real Property Appraisal Aide
Real Property Assessment Aide
Recording Clerk
School Secretary 1
Stenographer 2
Tax Clerk
Typist 2
Ward Clerk
WIC Assistant

Open Competitive:

A. Graduation from a regionally accredited college or university or one accredited by the New York State
Board of Regents to grant degrees with a Baccalaureate Degree; or,

B. Four (4) years of paraprofessional or professional level work experience, or its part-time equivalent;
or,

C. Four (4) years of clerical work experience which must have been in either a supervisory capacity or in a non-supervisory, advanced capacity, such as executive secretary to a department head, second-line supervisor, or administrator; office manager who provides fiscal, personnel, and office services in support of a department head, second-line supervisor, or administrator; or a full-charge bookkeeper.

D. An equivalent combination of training and experience as defined by the limits of (A), (B), and (C).

NOTE: Entry or advanced level experience in typing, stenography, account keeping or clerical work which
does not include experience as described in (C) will not be considered qualifying. Benefits

• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance
• Retirement plan

The Affirmative Action Policy of the City of Syracuse is to provide equal employment opportunity for all individuals regardless of race, color, sex, religion, creed, age (18 and over), marital status, national origin, disability, veteran status, gender identity or gender expression, sexual or affectional preference or orientation, or any other classified group within the protected class. The City also complies with 31 CFR part 51. If you have a disability for which you wish special accommodation to be made, contact the Office of Human Resources at View phone number on ziprecruiter.com or View email address on ziprecruiter.com.

All offers of employment will be contingent on the successful completion of a background check and/or drug screen.

Job Posted by ApplicantPro