Administrative Assistant II

Administrative Assistant II

The current position is within the Administration (City Clerk's Office) Department; however, the eligibility list established during this recruitment may be used by other departments.

JOB SUMMARY:

Performs a variety of responsible office administrative support activities for various City offices, which may include data entry, organization and retrieval, word processing, telephone and counter reception, provision of factual information to visitors, receipt of payments and documents, automated and manual record keeping, auditing, report preparation and filing; performs related work as assigned.

CLASS CHARACTERS:

Administrative Assistant II is the experienced-level class in this series, capable of performing a wide variety of work to ensure that office operations run smoothly and that the public and staff receive the highest standards of customer service. Responsibilities include performing work independently in day-to-day situations, although supervision is available in difficult or unusual situations. The work may have technical aspects, requiring the interpretation and application of departmental policies, procedures, regulations and automated business/administrative/records management applications and may involve extensive public contact and Website maintenance responsibilities.

SUPERVISION RECEIVED AND EXERCISED:

This class receives general supervision from departmental management, supervisory, professional or higher-level office support staff, depending upon the department to which assigned. No direct supervision is provided; however, direction, work instruction and/or review may be provided to less experienced, part-time or volunteer staff on a project basis.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

• Prepares correspondence, reports, forms, receipts, brochures, warrants, vouchers, work orders, contracts, brochures, certificates and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy or prior materials using a word processor, a computer with form and/or graphic templates.
• Acts as receptionist, providing a high level of customer service to both external and internal customers; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person and/or provides factual information regarding City and departmental activities and functions that may require the application and explanation of rules, policies and procedures.
• Composes standard correspondence, such as transmittal letters, from prior materials or brief instructions.
• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting and correct English usage including grammar, punctuation and spelling.
• Enters, edits, updates and retrieves data from narrative reports or spreadsheets and prepares periodic or special reports, following established formats and menus; may create new departmental forms; may perform production data entry on a project basis.
• Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
• Establishes and maintains office files, following an established records management system; compiles information from such files; purges files as required.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders and arranging for equipment purchase and maintenance.
• Processes and distributes incoming and outgoing mail for the office or department.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones; may operate a two-way radio or other department-specific equipment.
• May prepare, review and/or enter employee time card information and maintain related records for departmental staff.
• May prepare meeting agendas and minutes for departmental and/or specified committee meetings; may serve on a variety of departmental or City-wide project teams or committees.
• May collect and account for fees and other monies collected.
• May complete standard forms (both online formats and hard copy) with information from the public.
• May provide instruction, direction and work review to less experienced, part-time staff or volunteers on a project basis.
• Performs related duties similar to the above in scope and function as required.

KNOWLEDGE AND ABILITIES:

• Standard office practices and procedures, including filing and the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Correct business English, including vocabulary, spelling, grammar and punctuation.
• Computer applications related to the work, including basic word processing and basic spreadsheet applications.
• Record keeping and filing principles and practices.
• Standard business arithmetic and basic statistical techniques.
• Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.
• Departmental and City functions, policies and procedures, including the inter-relationship of such functions with those of other public, private, business and educational agencies.
• Applicable laws, rules and regulations.
• Word processing, spreadsheets, database management and website applications related to the work.

Ability to:

• Perform a variety of office support duties following standard guidelines, but requiring the use of independent judgment upon occasion.
• Interpret and implement policies, procedures and computer applications related to the department or organizational unit to which assigned.
• Compose standard correspondence and reports independently or from brief instructions.
• Make accurate arithmetic and statistical calculations and receipting and balancing money.
• Use English effectively to communicate in person, over the telephone and in writing.
• File with speed and accuracy.
• Use independent judgment within established procedural guidelines and written directions.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Work in a team atmosphere and participating on a variety of departmental and City-wide committees to enhance the provision of all City services.
• Enter data into standard computer formats and producing correspondence and reports with speed and accuracy sufficient to perform assigned work.
• Interpret, apply and explain department and City regulations, policies and procedures.
• Compile information from various sources and preparing accurate records, reports and files.
• Use specialized software related to the department to which assigned, including database management, graphics and publication production and departmental Website maintenance.
• Develop effective team relationships with City staff at all levels.
• Organize own work, set priorities, work independently on a day-to-day basis, meet critical deadlines and balance multiple objectives.
• Direct and review the work of staff on a project basis.

TYPICAL QUALIFICATIONS:

EDUCATION AND EXPERIENCE: Equivalent to graduation from high school and three years of responsible office support, secretarial or general clerical experience at a level equivalent to the City's class of Administrative Assistant I. Experience in dealing with the public and working in a public agency setting is desirable. Word processing speed of at least 45 w.p.m. is preferred. One year of college or technical school training in office management, computer science or a field related to the work (30 semester units or 45 quarter units) may be substituted for one of the three years of total required experience. If promoting to the II level from the I level using the City's alternate-staffing process, the responsible manager must certify that the incumbent has gained the knowledge, skill and experience that meet the qualifications of that class and has demonstrated the ability to perform the work of the higher-level class. THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE:

• Specified positions may require a background investigation performed by the San Luis Obispo Police Department
• Livescan Fingerprinting (DOJ)
• Livescan Fingerprinting (FBI) – Admin Assistants assigned to Police, IT, Parks and Rec, and Parking