Administrative Assistant I/II/ Sr - Parks and Recreation

Administrative Assistant Positions

The full salary range for this position is as follows: Administrative Assistant I - $32.18- $41.07 / Administrative Assistant II - $33.78 to $43.14/ Senior Administrative Assistant $35.48-$45.27. Expected hiring range is as follows: Administrative Assistant I $32.18-$35.48 / Administrative Assistant II - $33.78 to $37.25/ Sr Administrative Assistant - $35.48-$39.11.

Performs a wide variety of responsible confidential para-professional and technical level administrative, secretarial, and/or program related duties in assistance to a City department; coordinates, monitors, and reports on various department activities; and reviews routine administrative budget requests related to the area of assignment.

Distinguishing Characteristics:

Administrative Assistant I

This is the entry-level classification in the Administrative Assistant series. Under close supervision initially, incumbents perform routine and progressively more complex administrative support duties in accordance with established policies, procedures, and instructions. As knowledge and experience are gained, employees exercise greater independence in completing routine assignments and may assume responsibility for assigned administrative tasks and projects.

Administrative Assistant II

This is the journey-level classification in the series. Under general supervision, incumbents independently perform a broad range of administrative and technical support duties requiring knowledge of departmental operations, policies, procedures, and applicable regulations. Employees coordinate assigned administrative functions and projects, organize and prioritize multiple assignments, monitor deadlines and deliverables, and exercise independent judgment within established guidelines.

Senior Administrative Assistant

This is the advanced level in the series. Incumbents perform the most complex, specialized, and responsible administrative and technical support duties requiring knowledge of departmental operations, policies, procedures, and applicable regulations. Independently coordinates specific projects or programs and exercises independent judgment and initiative.

Examples of Essential Functions:

Essential and other important responsibilities and functions may include, but are not limited to, the following:

Administrative Assistant I/II

• Represent the City to all callers and visitors in a professional and effective manner.
• Respond to visitors' inquiries, both on the telephone and in person, and refer to the appropriate staff member for more specific information, as appropriate; take accurate messages; and exhibit familiarity with all functions of the City.
• Greet, assist, and direct visitors and staff members entering the department offices; notify the appropriate staff member when visitors have arrived; and direct visitors to the proper office.
• Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.
• Act as an information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person.
• Type letters, reports, memoranda, and other documents relating to the department, which may include contracts, proposals, technical/legal documents, statistical and/or special forms, budgets, and charts.
• Post to logs; maintain/monitor records and files; follow up on due dates; and perform other monitoring functions to ensure timely completion of work.
• Receive callers and handle incoming phone calls, directing them to the appropriate person within the department.
• Act as interdepartmental liaison relating to administrative/project support functions for the office and for compliance with City regulations and practices relating to those functions.
• Perform related duties, as assigned.

Senior Administrative Assistant

• Assist professional staff in performing and conducting studies, special projects and administrative functions; perform data collection and analysis; and prepare draft reports and technical documents.
• Perform a variety of highly responsible and confidential clerical, secretarial and administrative duties for an assigned department. Maintain appointment schedules and calendars; arrange meetings and conferences; coordinate and make travel arrangements.
• Establish and maintain systems related to the assigned technical areas of responsibility; monitor area activities and report progress, as required; and manage software programs.
• Interpret and explain City and department policies, rules and regulations in response to inquiries; and refer inquiries, as appropriate.
• Ensure areas of responsibility are in compliance with related laws, codes, ordinances, and legislation; and advise the staff of any irregularities in compliance.
• Review and verify documents related to department activities, including budgets, grants, claims, legislation, class specifications, general reports, and other related information.
• Perform accounting functions related to purchasing of supplies, equipment, and services; and process and evaluate bids for single items according to City purchasing policies, procedures, and limits.
• Perform related duties, as assigned.

Qualifications:

Knowledge of:

Administrative Assistant I/II

• English usage, spelling, grammar, and punctuation, including proofreading and principles of business letter writing.
• Modern administrative practices, procedures, and office methods.
• Standard office technology and software, including the use of word processing, database, spreadsheet, and internet information applications.
• The organization, procedures, and operating details of the assigned City department.
• Principles and practices of effective customer service and professional communication.
• Filing and recordkeeping systems.

Senior Administrative Assistant - In addition to above duties

• Principles and practices of administration, including recordkeeping, and budget monitoring and control.
• Principles and practices of the technical area to which assigned including but not limited to, claims, legislation, budget, grants, personnel, contracts, and social services.
• Principles and practices of intermediate analytical research and project coordination.
• Pertinent local, state, and federal laws, codes, ordinances, and City functions, policies, rules, and regulations.
• Principles and practices of lead direction, training, and work coordination.
• Techniques and practices of effective interpersonal communication.

Ability to:

Administrative Assistant I/II

• Understand the organization and operations of the City and of outside agencies in order to assume assigned responsibilities.
• Communicate clearly and concisely, both orally and in writing.
• Understand and follow a variety of instructions in both oral and written form and with minimal supervision.
• Organize duties and determine priorities to meet assigned deadlines.
• Apply operating rules and procedures of the assigned department.
• Work cooperatively with other departments, outside agencies, and the public.
• Interpret and apply departmental/project policies, procedures, and rules.
• Establish and maintain financial records and make simple mathematical computations.
• Compile and maintain complex and extensive records and files.
• Type accurately at net 40 words per minute.
• Operate a variety of office machines and equipment.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Create and maintain basic spreadsheets and records.

Senior Administrative Assistant

• Review work documents, reports and special projects; identify and interpret technical and numerical information; and explain systems and procedures to staff and others.
• Perform responsible para-professional and technical level secretarial and administrative and/or program related duties in assistance to a City department.
• Perform independent research in carrying out technical administrative duties.
• Research, collect, compile, analyze, and present a variety of data in an understandable and meaningful way.
• Proactively manage assigned workflows and priorities, independently track deadlines and follow-up items, anticipate needs, and ensure tasks and commitments are completed accurately and on time.
• Develop and implement various data collection and reporting systems.
• Review budget submissions and revisions for mathematical and accounting accuracy.
• Manage and account for large amounts of cash and implement sound cash collection and handling measures.
• Solve complex problems.
• Understand, interpret, and explain policies, procedures, and regulations.
• Obtain information through interviews and deal firmly and courteously with the public.
• Effectively handle multiple assignments.
• Analyze situations quickly and objectively and determine proper course of action.
• Train and provide oversight to clerical staff, as assigned.
• Operate a personal computer with proficiency and familiarity, including proficiency with word processing, spreadsheet, and database programs.
• Type at a speed necessary for successful job performance.
• Maintain a high level of