Administrative Assistant IV

Advanced Administrative Support

This is advanced administrative support and coordination work for a major division or bureau. An employee in this class is responsible for planning, coordinating, supervising and performing administrative support activities for selected City managers. Works under general supervision with considerable opportunity for exercising independent judgment in carrying out the duties and responsibilities of the job.

Plans, schedules and coordinates the preparation of all correspondence, reports and other documents, the maintaining of division records, the processing of mail, the answering of phones and the greeting of visitors. Establishes and maintains manual and computerized file and database systems in accordance with City or division public records policies. Answers inquiries from management, employees and the general public utilizing personal judgment regarding the sensitivity of the issue, public relations considerations and supervisor's policy. Schedules and coordinates meetings, meeting sites and appointments for manager and staff as needed. Makes travel arrangements and prepares required documents. Researches, develops, documents and implements office administrative activities and procedures. Traces, reviews and reconciles records and support documents and determines corrective measures for adjusting inconsistencies and errors. Operates a variety of office equipment such as a personal computer with standard and customized business software, printer, photocopier, fax machine, scanner, and calculator. Researches and compiles background data necessary to assist manager and staff. Prepares correspondence for signature. Gathers and inputs information required for personnel requisitions. Coordinates and participates in a variety of special projects and programs. Initiates a variety of forms such as purchasing requisitions and direct pays, verifies payment to correct codes, and other related clerical accounting duties. Maintains office supply inventories and coordinates purchasing activities. Takes and/or transcribes minutes of meetings or other record of proceedings. Prepares division payrolls. Performs related work as required.

Graduation from an accredited high school or GED and a minimum of two years of paid experience at the advanced administrative support level. Considerable knowledge of business English usage, including spelling, punctuation, and grammar. Considerable knowledge of standard office practices and procedures, including the design and maintenance of computerized and manual record and database systems. Considerable knowledge of document format construction. Knowledge of the organization, functions and protocol of the government of the City of Akron. Knowledge of City rules governing divisional purchasing, payroll, and accounting. Knowledge of City rules governing personnel activities and transactions. Knowledge of principles and processes for providing administrative support and excellent customer service.

Skill in establishing and maintaining effective working relationships with other persons. Skill in the use of standard office equipment for purposes of communicating, duplicating, data entry and retrieval, and word processing. Skill in the composing and preparation of business letters and other documents using proper spelling, grammar, punctuation and format construction. Skill in the development, documentation and implementation of office activity procedures and operations. Skill in establishing, maintaining, and analyzing complex records and accounts. 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 carrying out mathematical calculations and in formatting and presenting standard statistical data. Skill in planning, coordinating and supervising the clerical activity of other employees. List of essential job functions available upon request.

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. NOTE: The competitive examination may be suspended if shown to be impractical because of an insufficient number of qualified candidates. The candidates will then be ranked in a standard manner based on 70% for qualifying, 20% for education, and 10% for experience. Since this examination is posted on a combined basis, two separate eligibility lists will be generated with promotional candidates considered before open candidates. 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 their passing grade, must submit proof of discharge in the form of a DD-214 with application. 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.