Administrative Assistant III

Administrative Support Coordinator

This is advanced administrative support and coordination work.

An employee in this class is responsible for the coordination, monitoring, and supervision of the work of other administrative support personnel, and/or for planning, coordinating and performing the administrative support activities of a City-wide project or office.

Works under general supervision with considerable opportunity for exercising independent judgment in carrying out the duties and responsibilities of the job, in setting priorities and procedures for the work and in delegating to others.

Characteristic Work

Operates a variety of office equipment such as a personal computer with standard and customized business software, printer, photocopier, fax machine, calculator and scanner. Answers inquiries from management, employees, and the general public. Audits, validates, and corrects records kept in the field or sent in by other departments. Prepares division payrolls and initiates and/or approves a variety of forms such as purchasing requisitions, direct pays, invoices, and report of receipts. Establishes and maintains manual and computerized file and database systems. Traces, reviews and reconciles records and support documents and determines corrective measures for adjusting inconsistencies and errors. Plans, supervises and performs the preparation of all correspondence, reports and other documents, the processing of invoices, the processing of mail, the answering of phones and the greeting of visitors. Prepares written reports of explanation when necessary. Processes and prepares summary reports of routine City-wide activity such as payroll, garnishments, travel vouchers, and mileage deductions. Coordinates and participates in the maintenance of division records in accordance with the City and division's public records policies. Researches and compiles background data necessary to assist supervisor and staff. Reconciles checks, statements, utility bills, and computer summary reports. Maintains office supply inventories and coordinates purchasing activities. Makes travel arrangements and prepares or verifies required documentation. Schedules and coordinates meetings, meeting sites and appointments for staff as needed. Supervises lower level office support staff including the completion of performance evaluations, training, and counseling employees. Audits the posting of general and subsidiary ledgers, the cross-indexing, balancing, and reconciliation of a variety of records and computations such as for costs, assessments, and interest. Initiates personnel requisitions for the division or department manager. May coordinate or provide administrative support for a City-wide project or program. May be responsible for the maintenance of content of the department or division web site. Performs related work as required.

Minimum Qualifications

Graduation from an accredited high school or GED and a minimum of three years of paid experience in responsible administrative support work.

Considerable knowledge of standard office practices and procedures. Considerable knowledge of business English usage, including spelling, punctuation, and grammar. Considerable knowledge of document format construction. Considerable knowledge of the methods, practices, and terminology of clerical accounting work. Knowledge of the principles and processes for providing excellent customer service.

Skill in the use of standard office equipment for purposes of communicating, duplicating, analyzing, data entry and retrieval, and word processing. Skill in the composing and preparation of business letters, spreadsheets, databases, and other documents using proper spelling, grammar, punctuation, mathematical formulas and format construction. Skill in establishing and maintaining effective working relationships with other persons. Skill in carrying out basic mathematical calculations and in formatting and presenting standard statistical data. Skill in establishing and maintaining manual and computerized file and database systems. Skill in establishing, maintaining, and analyzing complex records and accounts. Skill in preparing statistical and fiscal reports. Skill in accurately carrying out a number of clerical accounting transactions through multiple steps and in tracing such activity through previous steps in order to locate errors, gather specific information, or develop procedural explanations. Skill in accurately typing at a rate set at the time of examination. Ability to plan, coordinate and supervise the administrative support work of other employees and to develop, layout and implement office activity procedures and operations. List of essential job functions available upon request.

Competitive Examination Process

This is a classified position. The selection process will consist of a competitive examination with credit for education and experience. A passing score must be obtained on the competitive examination in order to receive credit for education and experience. TEST WEIGHTS: Competitive Examination 70%, Education 20%, Experience 10%. Candidates must meet the qualifications and requirements listed in the announcement at the time of examination and at the time of appointment. RESIDENCY: Candidates who have been resident citizens within the corporate limits of the City of Akron for at least one year immediately prior to the examination and who continue to reside within the corporate limits of the City of Akron throughout the remainder of the selection process will have 5 points added to their passing grades. VETERANS: A veteran of the Armed Forces of the United States, honorably discharged from active duty, desiring a bonus of 5 points added to his/her passing grade, must submit proof of discharge in the form of a DD-214 with application. Since this examination is posted on a combined basis, two separate eligibility lists will be generated with promotional candidates considered before open candidates. NOTE: YOU ARE RESPONSIBLE FOR CHECKING YOUR APPLICATION STATUS THROUGHOUT THE STEPS IN THE SELECTION PROCESS BY VIEWING YOUR GOVERNMENTJOBS.COM ACCOUNT. IF YOU HAVE ANY QUESTIONS OR ARE UNABLE TO CHECK YOUR STATUS ON LINE, YOU MAY CALL THE DEPARTMENT OF HUMAN RESOURCES AT View phone number on click.appcast.io. Email correspondence generated from our system will be sent from View email address on click.appcast.io. To ensure you receive important communication from our office, be sure to make this address a safe sender. EQUAL OPPORTUNITY EMPLOYER The City of Akron is committed to fostering a diverse and inclusive workforce, which includes building an environment that respects the individual, promotes innovation and offers opportunities for all employees to develop to their full potential. A diverse workforce helps the City realize its full potential. The City benefits from the creativity and innovation that results when people with different experiences, perspectives, and cultural backgrounds work together. In compliance with Title VII of the Civil Rights Act of 1964 (Title VII), the Americans with Disabilities Act (ADA), the Fair Labor Standards Act (FLSA), and the National Labor Relations Act (NLRA), the City is committed to providing equal employment opportunities for all individuals regardless of race, color, ancestry, national origin, language, religion, citizenship status, sex, age, marital status, sexual preference or orientation, gender identity/expression, military/veteran status, disability, genetic information, membership in a collective bargaining unit, status with regard to public assistance, or political affiliation. The City adheres to these policies in both our hiring and employment practices. Applicants are required to meet the minimum qualifications for the position with or without an accommodation. If you are a qualified applicant with a disability, please notify the Department of Human Resources at least one week prior to testing if requesting a reasonable accommodation for the testing process. The City of Akron is committed to protecting the safety, health and well-being of all employees in our workplace and providing the community with the highest quality municipal services possible. Alcohol, marijuana, and drug abuse in the workplace pose a significant threat to these goals. In furtherance of its goal to maintain a drug and alcohol-free workplace, the City conducts pre-employment drug screening for illegal drugs, marijuana, and the illegal, unauthorized use, or intentional misuse of prescription drugs. Any candidate who tests positive for marijuana or the illegal use of drugs will not be hired.